Section 43: Procedure at general meetings

43. Procedure at general meetings (1) Notice of any general meeting containing the time, date, place and agenda of the meeting shall be given— (a) by the Board— (i) at least 14 days before the holding of a meeting, to the Registrar who may attend and address the meeting in respect of any matter concerning the society; and (ii) to the members at least 8 days before the holding of a meeting; or (b) where the meeting is convened by the Registrar, to the members at least 72 hours before the holding of a meeting. (2) (a) A notice under subsection (1) (a) shall be displayed conspicuously at the registered office of the society. (b) The rules shall provide for the notice to be published in one or more newspapers or to be sent to the members by post or by electronic mail. (3) The agenda of the general meeting shall be determined by— (a) the Board; or (b) the Registrar where the meeting is convened by him. (4) Where any matter is submitted in writing to the Board at least 3 days before the general meeting by at least one fifth of the total number of members or 2 members, whichever is higher, such members holding at least— (a) 5 per cent of the ordinary shares of the society; or (b) 15 per cent of the preference shares of the society, if any, the Secretary shall include the matter in the agenda which shall be communicated to all members. (5) No matter other than a matter on the agenda shall be considered at a general meeting. (6) A general meeting shall be chaired by the President of the society or, in his absence, by a member elected by the members present. (7) The President may, on a decision of the general meeting, adjourn the meeting and, on resumption, deliberations shall relate to no matters other than the matters that were left unattended on the agenda. (8) Every member present at the general meeting shall sign the attendance register which shall be countersigned by the person chairing the meeting. [Issue 9] C49 – 22 Revised Laws of Mauritius (9) The Secretary of the society shall keep the minutes of proceedings of the general meeting in a minute book and the minutes shall be signed and countersigned by the Secretary and the person chairing the meeting. (10) The minutes of the general meeting shall be read and approved by the members at the next general meeting. (11) A true copy of the minutes of the general meeting certified by the Secretary and the person chairing the meeting shall, within 7 days of the meeting, be forwarded by the Secretary to the Registrar. (12) Where the Secretary fails to submit the minutes of proceedings to the Registrar in accordance with subsection (11), he shall commit an offence and shall, on conviction, be liable to a fine not exceeding 10,000 rupees. (13) The Secretary shall, at least 7 days before a general meeting, make the minutes of proceedings of the last general meeting available for inspection by any member of the registered office of the society.