Online General Body Meetings under the Societies Registration Act, 1975
The Tamil Nadu Registration Department, through the Head of the Registration Department, issued Letter Number 19919/I1/2020, dated 5 July 2021, allowing societies governed by the Tamil Nadu Societies Registration Act, 1975 to conduct general body meetings online for the 2020 to 2021 financial year because of the second wave of COVID-19. The permission applies only to general body meetings for that financial year and requires identity safeguards, access for all members, and a complete unedited recording.
What the document does
Letter Number 19919/I1/2020, dated 5 July 2021, provides temporary guidance for holding society general body meetings online. It was issued by the Head of the Tamil Nadu Registration Department to all District Registrars responsible for administration.
The Tamil Nadu Societies Registration Act, 1975 requires a society to hold a general body meeting every year. Online meetings had previously been permitted for the 2019 to 2020 financial year during the first wave of the COVID-19 pandemic. Following the second wave, the government permitted the same arrangement for meetings relating to the 2020 to 2021 financial year.
The letter refers to Government Order Number 96 of the Commercial Taxes and Registration Department, dated 30 June 2021, and Government Letter Number 5110/M1/2021-1, dated 30 June 2021.
Who is affected
The online meeting permission affects societies registered under the Tamil Nadu Societies Registration Act, 1975, their office bearers, members and election administrators. Society administrators are responsible for providing every member with the access information needed to participate.
The document concerns society general body meetings and elections. It does not prescribe any rule for land registration, property transfers or stamp duty.
Requirements for an online meeting
A society conducting an online general body meeting must follow these requirements:
- Record the complete meeting proceedings in both video and audio.
- Keep the recording unedited.
- Save the complete recording on two DVDs.
- Submit the two DVDs to the Registrar of Societies when filing the society records.
- Put suitable verification and security measures in place to prevent impersonation.
- Give every society member a login ID, password and link when conducting a general body meeting or election.
- Accept responsibility for complaints caused by a failure to provide the required online access to members.
Duration of the permission
The online meeting permission was granted to help prevent the spread of COVID-19. It applies only to a general body meeting conducted for the 2020 to 2021 financial year. The letter does not provide a general or continuing permission for online meetings in later financial years.
This summary is generated from the source document to help you find what is relevant. The PDF above is authoritative. For advice on your own property, use LandLens One or speak to a qualified professional.
Common questions
Could a registered society hold its 2020 to 2021 general body meeting online?
Yes. The Tamil Nadu Registration Department permitted online general body meetings for the 2020 to 2021 financial year because of the second wave of COVID-19.
Does the society have to record the entire online meeting?
Yes. The complete proceedings must be recorded in unedited video and audio, saved on two DVDs and submitted to the Registrar of Societies when the records are filed.
Must every member receive online access details?
Yes. Society administrators must provide every member with a login ID, password and link for a general body meeting or election. The society is responsible for complaints arising from a failure to do so.
Does this permission apply to later financial years?
The letter limits the permission to general body meetings for the 2020 to 2021 financial year. It does not state that the permission continues into later years.
