Agenda of meeting to be circulated in time
What is Agenda: Agenda is the list of matters to be taken up in the ensuing meeting of a body i.e may a AGM -annual general meeting or SGM special general meeting.
MATTERS: Some of the items of the Agenda are to be compulsorily taken up and the other are at the decision of Managing Committee. The gist of all those meetings are specified in the DCS Act, 2003 and DCS Rules, 2007
NOTICE PERIOD: The Managing Committee must ensure that the Notice of Meeting and the Agenda to be taken up in the meeting must reach or must be received by all the members 14 day in advance in case of AGM (Annual General Meeting) and 7 days in advance in case of SGM (Special General Meeting).
METHOD OF CIRCULATION: It is essential that the Managing Committee has to preserve the evidence / proof of circulation or distribution or ensuring that a copy of the Agenda of the meeting of AGM or SGM has reached each of the member. Therefore, it is essential that the Agenda must be sent by Speed Post or Registered Post. Ordinary letters are not a proof. Writing in your own register by a clerk or officer or a member of the society that the agenda has been circulated or sent is not a acceptable evidence. Placing the Agenda on Notice Board is not an evidence for having given the notice of Agenda to the members.
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