MAINTENANCE OF SOCIETY OFFICE, RECORDS AND REGISTERS.

The MC of Society shall prepair & maintain all the records, book and files as mentioned in the Rule No. 65 in MCS, Rule 1961 and as per Bye-Laws No. 142,143. It is duty & responsibility of Secretary to keep up to date all records, book and files of Society as per Bye-Laws No. 144. The Society has to keep the following Register, records, book and file Permenantly and keep updated. I Register J Register Cash Book General Ledger Personal Ledger Property Register Share Register Sinking Fund Register Investment Register Nomination Register Mortgage Register Minutes Book of Meeting of MC Minutes Book of Meeting of AGM/SGM Audit Report File O Form File Structural Audit Report File Application for Membership / Associate Membership / Nominal Membership file[each separat files] Approved Plans of Construction and correspondance thereon All permision like CC, OC, Society Registration Certificate, NA Order Copy. etc Property Tax , NA Tax, Water Charges, Electric Charges Bill and Payment Receipt [each separat files] All Agreement of Flats from 1st Owner [who purchase flat from Builder] to Current/ Last Owner for each Flats in Society. All Land relateded Document Like 7/12, C.T.S. Extract, Development Agreement, POA of Land etc Bank PassBook, Cheque Book ,Fix Deposite etc All Contract Deeds with papers connected thereto Conveyance Deed and correspondence about Conveyance of the Property.

It is responsibility of Secretary of Outgoing Committee to Hand Over the Office of Society and all the records, book and files by making List to New Committee along with Chairman and other Member of MC and take sign of New Committee on List If Outgoing Committee not Hand Over the Office of Society and all the records, book and files to New Committee then Registrar of Society take action against the committee U/S 146 & 147 MCS ACT 1960. Registrar give order against Outgoing Committee for Disqualified for re-election of Society. All the records, book and files shall keep in the Office of Society. If Office of Society is not available the MC has to pass resolution where to keep this all the records, book and files If Member of Society has to examine the any the records, book and files OR want copies of the same U/S 32 of MCS ACT 1960 and as per Bye-Laws No. 172 shall pay coping fees at the rates mentioned against them.

Duties & Responsibilities & Function of the Managing Committee Member Managing Committee Member are the Officer who are active for function of Managing Committee. Their duties and works are as follows: The tenure of the MC is five years from the date of its first meeting. To elect Chairman, Secretary and Treasure among them. To attend MC meeting every month and take active part in the Management. If MC Member has failed to attend 3 consecutive meeting of the MC without permission then it is consider that a member of MC ceases to be a Member of the MC. MC Members should help to Chairman, Secretary and Treasure for day to day work. They have to do work given by Chairman, Secretary and Treasure from time to time. MC Member should help for Recovery Procedure U/S 101 against Society Member who is defaulter[Not paying Society Bill from last 3 Bill] Keep eye open for functioning of the MC To give opinion and vote in MC Meeting. To take action, part in management of the Society and help MC.

If General Body of the Society decides to increase the strength of the MC , a proposal has to submitted to the Officer not rank below Dy.Registrar of Society within two months from the date of resolution passed by General Body along with amendment form for amendment in Bye-Laws No. 115 & 127 and affixed Rs10/- Court Fees Stamp on it. The strength can be increase only after the proposal is approved by the Office not rank below Dy.Registrar. If Member of MC give resignation or remove from his/her post by passing a no confidence resolution by SGM/AGM then MC can make other person as Member of MC by co-opting any eligible other member as MC member. No re-election is required.

Duties & Responsibilities & Function of the Treasurer Bank Function and Cash Function are main function is with Treasurer. Treasurer has to control and do the following works:-

Prepares Monthly Charges Bills of member with his/her Sign on it & issue to member on date. Prepares Receipts for money received from member with his/her Sign on it. Prepares Payment Voucher. Maintains Monthly Collection Register. Maintains Cash Book, Bank Book & Pass Book. Maintains Investment Register. Maintains Cheque Deposit Slip. Maintains Cheque Issue Payment. Maintains Ledger Accounts. Maintains Payment Voucher File., Cash Memo, Purchase Bill Files. Prepares Out Standing Statement of member every Month and put it on MC Meeting for taking action against them. Prepare list of Fixed Deposit like Sinking Fund, Share Capital, Other FD with Investment Amount,date,interest,Maturity Amount, date and give to auditor to attach it to in Audit Report Make Fixed Deposit for Sinking Fund [amount collecting from member in every year for Sinking Fund] in Dist. Co-op.Bank every year with permission of MC.

Duties & Responsibilities & Function of the Secretary Secretary is Functional Officer of the Society. Secretary is Planner, Organizer,Executing and Controlling activities of the Society. Function of Secretary are as follows: To ensure to hold every month meeting of MC. To prepare Agenda for MC meeting. To issue notice with Agenda for MC meeting to member of MC. To read and confirm the meeting of last MC meeting. To prepare Agenda for AGM/SGM meeting. To issue notice with Agenda for AGM/SGM meeting to all member of the society. To read and confirm the meeting of the last AGM/SGM meeting. To record Minutes of meeting of MC,AGM,SGM meeting. To issue Share Certificate to member of Society. To Transfer Share Certificate within stipulated time. Deals with resignation , transfer of member of Society. To make entry of nomination on the Nominee Register and sign the Nomination Form. To supervise & to do inspection of flats of the Society. To issue notice to member for internal leakage and other repairs. To deal with out going of members by transferring flats after scrutinized the paper as per ByeLaws. To deal with application of resignation of Membership. To prepare and raise Demand Notice [Bill] of Society Charges for Member and issue to all member on time. To bring notice of default payment before MC meeting. To take action against default Payment member by giving them Legal Notice U/S 101 for payment. To maintain following records for the Societies for better management a] Account Records. b] Members Records. c] Statutory Records. To place complaints application with facts before the Committee. To put record for Auditing and get it finalize in the required manner. To bring breaches of Bye-Laws by the member before the Committee. To prepare Audit Rectification Report on Audit Remarks. To produce record before Govt. Authorities with consent of Chairman. To give NOC for flat sale agreement OR NOC for loan on flats. To record mortgage of flat on Mortgage Register/ Loan Register. To take action against member who breaches Bye-Laws of Society as per decision of MC meeting. Maintains all other correspondence files, document etc. To issue letter of allotment of Flats OR cancellation thereof. Any other duties prescribed by Co-op. Law from time to time.

Duties & Responsibilities of Chairman:

Duties & Responsibilities of Chairman is as follow :The Chairman or President is a top person in the Managing Committee[MC]. He/She is over all supervisor of the Society. He/She has to keep eye watch on complete function of the Society. The Society has to give services as per object of the Housing Society for which it is registered as per Co-op. Law. If any malfunctioning then he/she is responsible for the same and answerable. Chairman has Final Decision Power. Without his/her knowledge decision cannot be taken. He/She is one of the signatory for Bank operation out of Joint Authority. Chairman of the Society shall preside over all meeting of the MC AND ALSO AGM/SGM. Every member has one vote but chairman is having decision vote i.e. 2 vote. Chairman shall see that all records are maintained for management of the Society. Chairman should see that audit of accounts of Society is done on time at each year and AGM is held every year on or before 14th August after audit. He/She has to arrange welfare activities from time to time to keep good relations among all members. He/She has to take initiative to hold meeting or order to Secretary to arrange MC meeting every month. In emergency the Chairman is entitled to exercise any of the powers of the MC. Any such action taken by the Chairman has to be ratified by the MC in its next meeting. Chairman post can not be vacant.