Chapter XIV: Maintenance of Account Books and Registers

Bye-law 136. Books of Accounts, Records and Registers

The Society may maintain the following books of accounts, records and registers as per the requirement:—

(i)The Register of Members in “I” Form prescribed under Rule 32 of the Maharashtra Co-operative Societies Rules, 1961.

(ii)The List of Members in “J” Form prescribed under Rule 33 of the Maharashtra Co-operative Societies Rules, 1961.

(iii)The Cash Book.

(iv)The General Ledger.

(v)The Personal Ledger.

(vi)The Sinking Fund Register.

(vii)The Audit Rectification Report Register / File in “O” Form prescribed under the said Rules.

(viii)The Investment Register.

(ix)The Nomination Register.

(x)The Society / Members Loan Register / Mortgage Register.

(xi)The Minutes Book of the Meetings of the Committee of the Society.

(xii)The Minutes Book of the Meetings of the General Body of the Society.

(xiii)The Property Register including furniture, fixtures and office equipment.

(xiv)The Structural Audit Register / File, Fire Audit Register / File and Lift Inspection Record.

(xv)The Register of Provisional Members.

(xvi)The Register of Associate Members.

(xvii)Share Register.

(xviii)Tenants Register.

(xiv)Parking Register.

Bye-law 137. Files to be Maintained by the Society

The Society may maintain separate files for the following subjects:—

(i)Applications for Membership.

(ii)Applications for Provisional / Associate Membership.

(iii)Letters of resignation of Membership including Associate Membership.

(iv)Applications for transfer of shares and/or interest in the capital/property of the Society.

(v)Cases of expulsion of Members.

(vi)Nominations made by Members including revocations thereof.

(vii)Separate file for correspondence with each Member.

(viii)Correspondence with the Co-operative Registrar.

(ix)Correspondence relating to Property Taxes including Non- Agricultural Taxes.

(x)Correspondence relating to common electric supply.

(xi)Correspondence relating to conveyance of the property.

(xii)All types of Agreements along with connected papers.

(xiii)Approved plans of construction and correspondence thereon.

(xiv)Applications for allotment of parking spaces.

(xv)Vouchers along with bills arranged in order of entries in Cash Book / Journal.

(xvi)Counterfoils of challans deposit slip for bank credits arranged date-wise.

(xvii)Counterfoils of cheques issued.

(xviii)Counterfoils of share certificates.

(xix)Applications for duplicate share certificates.

(xx)Application for registration of the Society, copy of Bye-laws and amendments thereto.

(xxi)Certificate of Registration of the Society.

(xxii)Counterfoils / copies of receipts issued by the Society.

(xxiii)Counterfoils / copies of bills issued for Society charges.

(xxiv)Correspondence regarding loans received and property mortgaged.

(xxv)Notices and Agenda of Committee and General Body Meetings.

(xxvi)Periodical Statements of Accounts.

(xxvii)Committee’s Annual Reports on working of the Society.

(xxviii)Audit Memos received from Statutory Auditors with rectification reports.

(xxix)Audit Reports received from Internal Auditors with rectification reports.

(xxx)Papers pertaining to elections of the Committee.

(xxxi)Complaints received from Members and correspondence thereof.

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

Bye-law 138. Maintenance, Preservation and Custody of Books, Registers and Records

(a)(i) The Society shall maintain and preserve all books of account, statutory registers, records, documents, files and electronic records required under the Act, the Rules, Government directions and these Bye-laws.

(b)(ii) The Society may maintain such books, registers, records and documents in physical form, electronic form or in both forms, wherever permitted under law, and shall ensure their proper custody, preservation, confidentiality and protection against loss, damage or unauthorised alteration.

(c)(iii) The following records shall ordinarily be preserved permanently:—

(i)(a) Certificate of Registration of the Society, registered Bye-laws and amendments thereto;

(ii)(b) Register of Members, Share Register, Share Certificate records and all records relating to admission, transfer, cessation, nomination and membership;

(iii)(c) Minutes Books of General Body Meetings and Committee Meetings together with the resolutions passed therein;

(iv)(d) Conveyance Deed, Deemed Conveyance Order, Lease Deed, title documents, approved building plans, Commencement Certificate, Occupancy Certificate, Completion Certificate and other permanent records relating to the Society’s property;

(v)(e) Structural Audit Reports, redevelopment or self-redevelopment records and documents affecting the title or structure of the Society;

(vi)(f) Annual Financial Statements, Statutory Audit Reports and final orders, judgments, awards or recovery certificates affecting the rights, property or liabilities of the Society;

(vii)(g) Such other records as may be required to be permanently preserved under the Act, the Rules, Government directions or any other applicable law.

(d)(iv) The following records shall ordinarily be preserved for ten years:—

(i)(a) Cash Book, General Ledger, Journal, Bank Books, Bank Statements and other accounting records;

(ii)(b) Vouchers, receipts, bills, invoices and supporting financial documents;

(iii)(c) Audit Rectification Reports and audit compliance records;

(iv)(d) Investment records, loan records and deposit records;

(v)(e) Contracts, agreements, tenders, quotations, work orders and completion reports;

(vi)(f) Insurance policies and insurance claim records;

(vii)(g) Taxation records and statutory financial filings;

(viii)(h) Fire safety, lift safety and electrical inspection records.

(e)(v) The following records shall ordinarily be preserved for five years:—

(i)(a) Leave and Licence intimations, tenant, licensee, caretaker and occupant records;

(ii)(b) Parking records, EV charging records and other operational registers;

(iii)(c) Complaints, applications, routine correspondence and administrative files;

(iv)(d) Annual Maintenance Contract records and routine maintenance records;

(v)(e) Employee records after cessation of service;

(vi)(f) Water quality reports, housekeeping, security and other routine operational records.

(f)(vi) The following records shall ordinarily be preserved for one year:—

(i)(a) Attendance sheets of meetings after confirmation of the minutes;

(ii)(b) Draft notices, draft agenda papers and temporary working papers;

(iii)(c) Temporary inward and outward dispatch records and other routine administrative papers having no continuing legal, financial or administrative value.

(g)(vii) No record shall be destroyed before the expiry of the prescribed period or where its preservation is directed by the Registrar, any competent authority or a Court.