Chapter VII GENERAL BODY AND GOVERNING BODY

1. (1) The total number of persons admitted as members of a society in accordance with the provisions of this Regulation shall constitute its General Body.
2. (2) Every society shall provide in its bye-laws the composition of its General Body, its powers, functions and duties, the periodicity of and the quorum for the meetings, the manner of recording of its proceedings and all other matters relating to the affairs of such General Body.
3. (3) The quorum for the meeting of the General Body shall not be less than forty per cent. of the total members entitled to vote and present in person, subject to a minimum of four members.
4. (4) Every member shall have one vote and shall cast his vote in person or digitally.

1. (1) An annual general meeting of the General Body, may be held as and when required: Provided that at least one meeting of the General Body shall be held in every financial year in which the annual accounts of the society, duly audited, shall be placed before the members for approval.
2. (2) A clear notice of fourteen days of every meeting shall be given to the members of the General Body, as the case may be, before the date appointed for the meeting and a copy of such notice along with the business to be transacted during the general meeting shall also be endorsed to the Registrar.

1. (1) The members of the General Body shall elect the Governing Body (by whatever name called), consisting of not less than three and not exceeding twenty-one members.
2. (2) The office bearers shall comprise of the President, Secretary and Treasurer as a minimum, and other office bearers, as provided under the bye-laws.
3. (3) The society shall file the list of the elected office bearers with the Registrar within a period of thirty days of holding of the elections for the Governing Body.
4. (4) The tenure of the Governing Body shall not exceed three years and the matters pertaining to re-election of any office bearer shall be regulated in accordance with the bye-laws.
5. (5) Every society shall maintain a register showing the names, addresses and occupation of the persons elected as office bearers and shall file the same with the Registrar,––
   • (i) a copy of the register within a period of thirty days from the date of election of the office bearers;
   • (ii) a notice of every change in the office bearer within a period of thirty days from the date of such change; and
   • (iii) the details of the office bearers along with the annual return.
6. (6) The constitution of the Governing Body elected for the first time or thereafter, shall be valid upon approval thereof by the Registrar and its tenure shall commence from the date of such approval.
7. (7) The Registrar shall communicate its approval of constitution of the Governing Body and other matters within a period of thirty days from the date of receipt of such application for approval, failing which it shall be deemed to be approved.

1. (1) The meetings of the Governing Body may be held as and when required: Provided that the Governing Body shall meet once every quarter and hold at least four meetings in a financial year.
2. (2) A clear notice of three days of every such meeting shall be given by the Secretary of the Governing Body to the office bearers before the date appointed for the meeting: Provided that the Governing Body may meet at shorter notice, wherever so required, with the consent of at least fifty per cent. of its members.

1. (1) The society shall maintain record of the minutes of proceedings of every meeting of the General Body and Governing Body in the proceedings book separately maintained for this purpose and such minutes shall be signed by the President and Secretary of the society.
2. (2) In case the minutes of the meeting are not signed by the President for any reasons, whatsoever, the Governing Body may authorise any of the office bearer to sign such minutes.
3. (3) The minutes of every meeting of the Governing Body or the General Body, as the case may be, shall be placed for confirmation in the succeeding meeting of such body.
4. (4) Any resolution passed by the Governing Body or the General Body during any of its meetings which is not consistent with the provisions of this Regulation or the rules made thereunder or the bye-laws, shall be invalid.
5. (5) No act or proceedings of a society or any of its office bearer shall be deemed to be invalid merely on the ground of any vacancy or defect in the constitution of the society.

Every society shall supply a copy of the balance-sheet or a statement of accounts together with the auditor’s report to every member of the General Body along with the notice of the annual general meeting, if these documents have not been already placed on the website of the society.