Guidelines on Accounts and Other Records B

v     Delegation of Responsibilities for Maintaining Records

It is the responsibility of the committee to allocate the work of maintaining the above records to a trained and knowledgeable person. In the absence of any specific decision of the Committee, it will be the responsibility of the Secretary of the Society to maintain and keep up to date the account books, registers and other records and files mentioned above.

v     Annual Accounts Statements

The Maharashtra Co-operative Societies Rules, 1961 (Rule No. 61) requires the annual Statements of accounts of every Society to be completed within 45 days of the close of the Co-operative year (by 15th May) as under:

(1)    Receipts and Payments during that Co-operative year ( 1^st April to 31^st March )

(2)    Profit and Loss Account ( Income & Expenditure Account ) in ‘N’ Form Rules 62(1) for the year and

(3)    Balance Sheet as at the close of the year (As on 31^st March) in ‘N’ Form Rule 62(1).

Ordinarily the Balance sheet and the Profit and Loss Account laid before the Annual General Body Meeting of the Society and a copy of the above statements should be submitted to the Auditor of the Society within 15 days from the date of preparation      ( i.e. latest by 30^th May).

A copy of these together with a report of the Committee on the working of the Society should be fixed on the Notice Board at least 14 days before the Annual General Body meeting.

v     Issuing of Documents To Members

As per Model Bye Law No. 172 the member of the Society requiring copies of the following documents shall pay copying fees at the rates mentioned against them:

         

(1)  Bye-laws of the society                                    Rs.10/- more than the cost price

(2)  Amendment of the Bye-laws of the                   Rs. 2/- per page

       Society

(3)  Last audited Balance Sheet of the                     Rs. 10/- per page

       Society

(4)  Application for membership of the                    Rs. 5/-

       Society

(5)  Second and Subsequent Nomination by            Rs. 5/-

       The member of the Society

(6)  Share Certificate of the Society             Rs. 50/-

(7)  List of members of the Society              Rs. 5/- per page

(8)  Correspondence (related to members)  Rs. 5/- per page

(9)  Minutes of the general body meetings    Rs. 5/- per page

       And committee meetings

(10) Indemnity Bond                                    Rs. 10/-