XII. MAINTENANCE OF ACCOUNT BOOKS AND REGISTERS
142. The Society shall maintain the following books of accounts, records and
The Register of Members in “I” form, prescribed under Rule 32 of
the MCS Rules, 1961
The List of Members in 'J' form, prescribed under Rule 33 of the
MCS Rules, 1961
The Cash Book.
The General Ledger.
The Personnel Ledger.
The Property Register.
The Share Register.
The Sinking Fund Register.
The Audit Rectification Register in 'O' form, prescribed under Rules
73 of the MCS Rules, 1961
The Investment Register.
The Nomination Register.
The Loan Register ( if loan is raised ).
(xiii) The Mortgage Register (if the property is mortgaged).
(xiv) The Minutes Book for the meetings of the Committee of the society.
(xv) The Minutes Book for the meetings of the general body of the
(xvi) Register of deposits made with the Local Authority, the Electric
Supply Company and any other Authorities.
(xvii) The Register of Furniture, Fixtures and Office Equipments.
(xviii) The Register of Library Books.
(xix) The Register of Allotment of Flats.
(xx) Structural Audit Register (wherever applicable).
143. The Society shall maintain separate files for the following items:
Applications for membership.
Applications for associate membership.
Applications for nominal membership.
Letters of resignation of membership including associate and
Applications for transfer of shares and/or interest in the
capital/property of the society.
Cases of expulsion of members.
Nominations made by members including revocation thereof.
Separate file for correspondence entered into with each member.
Correspondence with the Registering Authority.
Correspondence on property taxes including Non-agricultural taxes.
Correspondence on water charges.
Correspondence on electric supply.
Correspondence about conveyance of the property.
Agreements, Contract deeds with papers connected thereto.
Approved plans of construction and correspondence thereon.
Application for exchange of flats.
(xvii) Correspondence about allotment of flats.
(xviii) Applications for allotment of parking spaces and stilts.
Vouchers, along with the bills relating thereto arranged in order of
entries in the cash book and the journal.
Counterfoils of challans for credits of amounts into the bank,
arranged in order of dates of credits.
Counterfoils of cheques issued.
(xxii) Counterfoils of share certificates.
(xxiii) Applications for duplicate share certificates.
(xxiv) Application for registration of the society, the copy of the bye-laws
and amendments thereto.
(xxv) A certificate of registration fully framed.
(xxvi) Counterfoils of receipts of carbon copies of receipts issued by the Society.
(xxvii) Counterfoils of bills of carbon copies of bills for the society's charges.
(xxviii) Correspondence about loan received and property of the society
Notices & agenda of the meetings of the general body of the society.
Periodical statements of accounts prepared by the society.
Committee's annual reports on the working of the society.
Audit memos received from the Statutory Auditors, with
rectification reports thereon.
Audit reports received from Internal Auditors, with recertification
Notice and agenda of the meetings of the Committee.
Papers pertaining to the election to the Committee.
Complaint from members and correspondence thereof.
Note: The society shall also maintain separate files relating to other subjects not
expressly indicated above.
144. Unless otherwise decided by the Committee, it shall be the responsibility of
the Secretary of the society to maintain and keep upto date the account
books, registers and other records mentioned under the bye-laws Nos. 142
145. 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.300 (Rupees Three Hundred only), for
petty expenses. If due to avoidable circumstances, the cash on hand has
exceeded the above limit, the excess cash shall be credited into the bank
within the next 3 days by the Secretary or any other person authorised by
the Committee to keep cash on hand.
146. All payments in excess of Rs. 1500/- shall be made by means of crossed
A/c Payee's Cheques.
147. (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
the MCS Rules, 1961 along with the list of 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
investment, the debtors, the creditors, the furniture, the fixtures and
the office equipments etc.
(b) In case it is not possible to finalise the annual statements of Accounts
within the period mentioned in the bye-law no. 147(a), the extension of
time shall be sought for under Rule 61 of the MCS Rules, 1961 from
the Registering Authority, by furnishing a copy of the resolution of the
Committee meeting, explaining the reasons for the delay.
148. 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