Short Answer

Yes, as per the Gujarat Cooperative Societies Act, 1961 and Rules, maintaining and sharing minutes of committee and general meetings is mandatory.

Detailed Explanation

Section 30 of the Gujarat Cooperative Societies Act, 1961 states that every cooperative society shall maintain a book of minutes of all general meetings and meetings of its committee. This means that it is a legal requirement for cooperative societies to keep a record of the proceedings and decisions taken during these meetings. The minutes should include details such as the date, time, venue of the meeting, names of members present, agenda items discussed, decisions made, and any resolutions passed.

Rule 64 of the Gujarat Cooperative Societies Rules, 1965 further elaborates on the maintenance and sharing of minutes. It specifies that the minutes of the previous meeting should be confirmed at the next meeting and signed by the chairperson of that meeting. These confirmed minutes should then be recorded in the minute book and made available for inspection by members. This ensures transparency and accountability in the functioning of the cooperative society.

In practice, maintaining and sharing minutes of meetings is crucial for keeping a record of important discussions, decisions, and actions taken by the committee and members. It helps in documenting the decision-making process, tracking progress on various issues, and holding the management accountable to the members. By sharing the minutes with members, transparency is ensured, and members can stay informed about the activities and decisions of the society.

Practical Examples

• Scenario 1: XYZ Cooperative Society holds its annual general meeting where various agenda items such as budget approval, election of office bearers, and approval of financial statements are discussed. The minutes of this meeting should be recorded and shared with all members for their reference.

• Scenario 2: ABC Housing Cooperative Society conducts a committee meeting to discuss maintenance issues and upcoming renovation projects. The minutes of this meeting should be maintained to track the progress of the projects and decisions taken by the committee.

• Scenario 3: LMN Credit Cooperative Society organizes a special general meeting to address member concerns regarding loan policies. The minutes of this meeting should be documented and shared with all members to ensure transparency in decision-making.

References

• Section 30 of the Gujarat Cooperative Societies Act, 1961

• Rule 64 of the Gujarat Cooperative Societies Rules, 1965