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CHS Model Byelaws Chapter XIII : Maintenance of Account Books and Registers

XIII . Maintenance of account books and registers

140.

The Society shall maintain the following books of accounts, records and Registers.

  1. The Register of Members in “I” form prescribed under Rule 32 of the MCS rules 1961.
  2. The List of Members in ‘J’ form prescribed under Rule 33 of the MCS rules 1961.
  3. The Cash Book,
  4. The General Ledger,
  5. The Personal Ledger.
  6. The Sinking Fund Register.
  7. The Audit Rectification Register in ‘O’ form, prescribed under the MCS rules 1961.
  8. The Investment Register.
  9. The Nomination Register.
  10. The Society / Members Loan Register/Mortgage Register.
  11. The Minutes Book for the meetings of the Committee of the Society.
  12. The Minutes Book for the meetings of the General Body of the Society.
  13. The Property register and furniture, fixtures and office equipment.
  14. The Structural and Fire Audit Register and Lift Inspection Record
  15. The Register of Nominal Members (Tenant occupant)
  16. The Register for Active Members

141.

The Society shall maintain separate files for the following subjects :

  1. Applications for Membership.
  2. Applications for nominal / Associate Membership
  3. Letters of resignations of Membership including associate and
  4. Nominal Membership.
  5. Applications for transfer of shares and/or interest in the
  6. Capital /property of the Society.
  7. Cases of expulsion of Members.
  8. Nominations made by Members including revocations thereof.
  9. Separate file for correspondence entered into with each Member.
  10. Correspondence with the Co-Operative Registrar.
  11. Correspondence on Property Taxes including Non-agricultural taxes.
  12. Correspondence on common electric supply.
  13. Correspondence about Conveyance of the property.
  14. All Types of Agreements, with papers connected thereto.
  15. Approved plans of construction and correspondence thereon.
  16. Applications tor allotment of parking spaces.
  17. Vouchers, along with the bills relating thereto arranged in order of entries in the cash book and the journal.
  18. Counterfoils of challans for credits of amounts into the bank, arranged in order of dates of credits.
  19. Counterfoils of cheques issued.
  20. Counterfoils of share certificates.
  21. Applications for duplicate share certificates.
  22. Application for registration of the Society, the copy of the bye-laws and amendments thereto.
  23. A certificate of registration fully framed.
  24. Counterfoils of receipts or carbon copies of receipts issued by the Society.
  25. Counterfoils of bills or carbon copies of bills for the Society’s charges.
  26. Correspondence about loan received and property of the Society
    mortgaged.
  27. Notices and Agenda of the Meetings of the Committee and general body of the Society.
  28. Periodical statements of Accounts prepared by the Society.
  29. Committee’s annual reports on the working of the Society.
  30. Audit memos received from the Statutory Auditors, with rectification reports thereon.
  31. Audit reports received from Internal Auditors, with rectification reports thereon.
  32. Papers pertaining to the election of the Committee.
  33. Complaint from Members and correspondence thereof.

Note: The Society shall also maintain separate files relating to other
subjects not expressly indicated above.

142.

Unless otherwise decided by the Committee, it shall be the responsibility of the Secretary of the Society to maintain and keep uptodate the Account Books, Registers and other Records mentioned under the bye-laws Nos. 140 and 141.

143.

The Secretary of the Society or the paid employee, authorised by the
Committee in that behalf, may retain in his personal custody, at the close of every day, a sum, not exceeding Rs. 5,000 (Rupees Five Thousand only),for petty expenses. If due to unavoidable circumstances, the cash in hand has exceeded the above limit, the excess cash shall be credited into the bank within the next three days by the Secretary or any other person authorised by the
Committee to keep cash in hand.

144.

All payments in excess of Rs.1500/- (Rupees Fifteen Hundred) shall be made by means of crossed a/c payee’s cheques.

145.

a. Within 45 days of the close of every co-operative year, the Secretary of the Society or any other person, authorised by the Committee in that behalf, shall finalise the accounts of the preceding co-operative year, prepare the Receipts and Payments Statement, the Income and Expenditure Statement for the said year and the Balance Sheet as at the close of the said year in the forms prescribed under Rule 62(i) of MCS Rules 1961alongwith the list of Active Members and Non-Active Members as at the close of the preceding co-operative year, with amounts to their credit in the share capital account and deposits, if any, the schedules of investments, the debtors, the creditors, the furniture, the fixtures and the office equipments etc.

b. The Society shall prepare and file Annual Returns as prescribed in the Act & the Rules. The Society shall file Annual Returns on or before 30th September of every year with the Registrar including the following matters, namely

  1. Annual Reports of Societies activities.
  2. Societies Audited Statement of Accounts;
  3. Plans for surplus disposal as approved by the General Body of the
    Society;
  4. List of amendments to the Byelaws of the Society, if any;
  5. Declaration regarding date of holding of its General Body Meeting and conduct of elections when due;
  6. Any other information required by the Registrar in pursuance of any of the provisions of the Act.
  7. List of Active and Non-Active Members.
  8. Every Society shall also file a Return regarding the name of the
    Auditor or Auditing Firm from a Panel Approved by a State Government in this behalf, appointed in the General Body Meeting together with his written consent within a period of one month from the date of Annual General Body Meeting.
  9. If the Society fails to intimate and file the Returns as provided by
    section 75(2A) and section 79(1B), the Registrar may cause  Societies accounts to be audited by appointing an Auditor from the panel of Auditors.

146.

Every paid employee, holding any office in the Society and handling cash and/or securities of the Society, shall furnish such security, as is provided under Rule 107B of the MCS Rules 1961.