CIRCULAR ON HOUSING SOCIETY MANAGEMENT

Important circular on housing society management for
1. Levy of penalty for remaining absent at the General Body Meetings and not participating in elections of society.
2. Provisions for the safety of the member
3. Decision about the day and date of the AGM and Managing committee meetings.
4. Regarding the M-20 Bond
5. Minutes of the managing committee meeting
6.Accounts of the Society.
7. Machinery for Redressal.
8. Registration of the Federation of Co-operative Housing Societies at Ward level.
9. Appointment of Administrator.
10. Audit of the Accounts.
11. To develop the computerized control system.
12. Working of AGM/Managerial Body Meeting
13.Appointment of the manager for the working of co-operative societies.
The circular is as follow-

conference on the co-operative movement Yashwant Sahakar Sohala at mumbai on 13/06/2012

CHANGE IN ADDRESS OF HOUSING DARBAR

Dear reader, As per last movement address change by Dy. Register of Cooperative Society, Kalyan and inform me at 7 pm i update same on my post Sorry for the inconvenience regretted 
Now Please come at following new address is :-

Event:- 

Housing Darbar [Complaint Redressal Day] for Taluka Kalyan , Ulhasnagar , Ambernath Housing Society arrange by Dy. Registrar of Cooperative Society, Kalyan  and The Kalyan Dombivali Cooperative Housing Society Federation

Date: - 06/05/2012 SUNDAY

Timing: - 11.00 AM TO 3.00PM.

Address: -Shivajirao Jondhale School & Polytechnic, Shashtri Nagar Opp. Dombivli Railway Station, Dombivli [w] 421202 Phone No. 0251-2491544/2489999

For More Detail Contact

1] Mr. B.G.Bendre – 9322750293 [Chairman, The KalyanDombivali Cooperative Housing Society Federation]

2] Mr. Tambe - 9870165950 [Dy. Registrar of Cooperative Society, Kalyan]

Housing Darbar - Complaint Redressal Day

Housing Darbar [ Complaint Redressal Day] for Taluka Kalyan , Ulhasnagar , Ambernath Housing Society arrange by Dy. Registrar of Cooperative Society, Kalyan  and The Kalyan Dombivali Cooperative Housing Society Federation

Date:-  06/05/2012 SUNDAY

Timing:- 11.00 AM TO 3.00PM.

Address:- Shivajirao Jondhale School & Polytechnic, Shashtri Nagar Opp. Dombivli Railway Station, Dombivli [w] 421202 Phone No. 0251-2491544/2489999

All member of society , Society committee member  are requested to come along with all paper related to Problem so that problem can solve easily and correct manner.

For More Detail Contact

1] Mr. B.G.Bendre – 9322750293 [Chairman, The Kalyan Dombivali Cooperative Housing Society Federation]

2] Mr. Tambe - 9870165950 [Dy. Registrar of Cooperative Society, Kalyan]

Mobile Tower policy in Maharashtra GR

MAINTENANCE OF SOCIETY OFFICE,RECORDS AND REGISTERS.

MAINTENANCE OF SOCIETY OFFICE,RECORDS AND REGISTERS.

1. The MC of Society shall prepair & maintain all the records, book and files as mension in the Rule No. 65 in MCS,Rule1961 and as per Bye-Laws No. 142,143.
2. It is duty & responsibility of  Secretary  to keep up to date all records,book and files of Society as per Bye-Laws No. 144.
3. The Society  has to keep the following Register, records, book and file Permently and keep update.
1. “I” Register
2. “J” Register
3. Cash Book
4. General Ledger
5. Personal Ledger
6. Property Register
7. Share Register
8. Sinking Fund Register
9. Investment Register
10. Nomination Register
11. Mortgage Register
12. Minutes Book of Meeting of MC
13. Minutes Book of Meeting of AGM/SGM
14. Audit Report File
15. “O” Form File
16. Structural Audit Report File
17. Application for Membership / Associate Membership / Nominal Membership file[each separat files]
18. Approved Plans of Construction and correspondance thereon
19. All permision like CC, OC, Society Registration Certificate, NA Order Copy. etc
20. Property Tax , NA Tax, Water Charges, Electric Charges  Bill and Payment Receipt [each separat files]
21. All Agreement of Flats from 1^st Owner [who purchase flat from Builder] to Current/ Last Owner for each Flats in Society.
22. All Land relateded Document Like 7/12, C.T.S. Extract, Development Agreement, POA of Land etc
23. Bank PassBook, Cheque Book ,Fix Deposite etc
24. All Contract Deeds with papers connected thereto
25. Conveyance Deed and correspondence about Conveyance of the Property.

4. 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
5. 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.
6. 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
7. If Member of Society has to examin 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.
• The strength of the MC & strength of the quorum for conducting the meeting would be as under

No of Member	Strength of the MC General	Strength of the MC Woman	Total	Quorum In MC
Up to 50	4	1	5	3
51 to 100	6	1	7	4
101 to 300	8	1	9	5
301 and above	9	2	11	6

• 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. 
• As per Bye-Laws No. 116 before expiry of its term of M C must arrange the election for New M C and inform this to Dy./Asst. Registrar C.S.
• After election is over within 30 days new committee should elect Chairman, Secretary and Treasurer among them self and inform this to election officer.
• After election of new Chairman, Secretary and Treasurer  and other committee member 1 joint meeting with old committee and new committee should held to hand over process for office and other document and make list of this and take sign on this for both committee member i.e. old and new one and also take sign of election officer as witness
• It is responsibility of old committee to make sign change in all bank A/C of society and make authorize sign of new Chairman , Secretary and Treasurer
• As per Bye-Laws No. 125 change of Signature in Bank, Hand over Process should recorded in MC minutes Book
• New committee Must submit Copy Of M-20 Bond with is 45 days form taking charge on Rs. 100/- Stamp Paper  for each MC Member separately to Registrar Office along with Change Report. 
• All payment more than Rs. 1000/- must pay by A/C payee  Cheque 
• If work is more than RS. 10,000/- then MC should Invite quotation from different member. No of minimum quotation which is invite should decide and approve in AGM i.e for each time how much quotation is invited by committee like 3/5/7 is decide and approve in AGM of Society and each time committee should follow this process.
• After taking AGM/SAGM committee should send minutes of meeting to each member within 30 days of meeting before final writing in minutes book for verify by member if any point is missing or not and it is responsible of chairman and secretary
• Take AGM before every 14th Augest of every year and pass Audit Report given by Auditor
• Change Auditor every 2 year As per MCS ACT 1960 AND MCS RULE 1961.
• If MC  will not able to take AGM before 14th Augest then committee should take Extension Period from Registrar Office by giving Application latter affixed Rs10/- Court Fees Stamp on it.and give resolution and region for extension along with application.