Short Answer

Yes, documenting committee decisions through minutes is mandatory for cooperative societies in Gujarat.

Detailed Explanation

Section 73 of the Gujarat Cooperative Societies Act, 1961 mandates the keeping of minutes of all proceedings of general meetings and committee meetings. These minutes are essential to record the decisions taken, discussions held, and resolutions passed during the meetings. The minutes serve as an official record of the society's activities and decisions, ensuring transparency and accountability.

In practice, the secretary of the cooperative society is usually responsible for preparing the minutes of meetings. The minutes should include details such as the date, time, venue of the meeting, names of attendees, agenda items discussed, decisions taken, and any other relevant information. These minutes are then approved by the committee members or the general body at the subsequent meeting.

Real-world Scenarios

• Scenario 1: During a committee meeting, a decision is made to approve a new construction project within the society premises. The minutes of this meeting should document the details of the project, the reasons for approval, and any conditions attached to the decision.

• Scenario 2: In a general body meeting, a resolution is passed to increase the maintenance charges for all members. The minutes should accurately reflect the discussion on the need for the increase, the voting process, and the final decision.

Step-by-step process:

• The secretary records the minutes during the meeting.

• After the meeting, the minutes are typed up and circulated to all committee members for review.

• The minutes are then approved and signed by the chairperson or president of the society.

• The approved minutes are kept as part of the society's official records.

References

• Section 73 of the Gujarat Cooperative Societies Act, 1961

• Official PDF