Housing Society Its Statutory Books

Housing Society Its Statutory Books

• Category: Structure
• Date 12-05-2025

Housing Society Its Statutory Books

Under the Maharashtra Co-operative Societies Act, 1960, the Maharashtra Co-operative Societies Rules, 1961, and the Model Bye-laws of co-operative housing societies in Maharashtra, every society is required to maintain certain statutory books and registers. These are essential for transparency, proper functioning, and statutory compliance. Here’s a detailed list:

Statutory Books to be Maintained by Housing Societies

1. Membership Register (I-Register)

• Records details of all members including name, address, date of admission, and share certificate number.

• Required under Rule 32 of MCS Rules, 1961.

2. Share Register (J-Register)

• Shows details of shares held by each member, allotment, transfer, and surrender.

3. Nomination Register

• Maintains the nominations made by members under Section 30 of MCS Act, 1960.

4. Minutes Book

• For recording minutes of:

  • Managing Committee Meetings

  • General Body Meetings (AGM, SGM)

• Should be maintained separately for each.

5. Cash Book

• Daily record of cash receipts and payments.

6. General Ledger

• Contains all accounts of the society, including income, expenditure, and liabilities.

7. Receipt and Payment Register

• Used to track day-to-day monetary transactions.

8. Investment Register

• Details of society’s investments (e.g., FDs, mutual funds if any).

9. Property Register / Asset Register

• Maintains details of all fixed assets like land, building, furniture, etc.

10. Loan Register

• If the society grants loans to members (e.g., repairs fund), all details are recorded here.

11. Audit Register

• Observations and comments of statutory auditors along with actions taken.

12. Sinking Fund Register

• Shows collections, investments, and use of sinking fund.

13. Development / Repair Fund Register

• For major repairs or redevelopment-related expenses and income.

14. Complaint Register

• Records written complaints received from members, action taken, and their resolution.

15. Correspondence File

• File of letters and communications received or sent by the society.

16. Attendance Register

• For recording attendance at committee and general body meetings.

17. Visitors Register (optional but recommended)

• For tracking movement of guests and vendors, mainly for security.

Registers Related to Elections

(As per Election Rules notified under MCS (Amendment) Act, 2013)

• Voter List

• Nomination Register

• Election Result Register

• Ballot Papers and Records (to be preserved for statutory duration)

Other Mandatory Records

• Annual Accounts and Audit Reports (Section 81)

• Income & Expenditure Statement

• Balance Sheet

• AGM Notice, Agenda, and Minutes

• Bye-laws Copy (with amendments approved by Dy. Registrar)

Preservation of Records (As per Rule 65 of MCS Rules, 1961)

• Minutes Books: Permanent

• Membership, Share, Property Registers: Permanent

• Audit Reports: 8 years

• Cash Book, Ledgers: 10 years

• Nomination papers, receipts: 3 years minimum

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Preservation Period of Statutory Books & Records

Document / Register / Record	Preservation Period
Minutes Book of General Body Meetings	Permanent
Minutes Book of Committee Meetings	Permanent
Membership Register (I-Register)	Permanent
Share Register (J-Register)	Permanent
Property / Asset Register	Permanent
Nomination Register	Permanent
Cash Book	10 years
General Ledger	10 years
Investment Register	10 years
Loan Register	10 years
Sinking Fund Register	10 years
Audit Reports and Audit Register	8 years
Voucher files, Bills, and Receipts	8 years
Receipts and Payment Register	8 years
Income & Expenditure Statements and Balance Sheets	8 years
Nomination Forms (Individual)	5 years after member's cessation
Complaint Register	3 years
Election Records (Nomination, Ballots, Voter List, Results)	3 years
Attendance Register for Meetings	3 years
Correspondence files	3 years

Notes:

• Permanent documents must never be destroyed.

• Time is calculated from the last date of the relevant entry or event, not from the creation date.

• Societies may voluntarily choose to preserve documents longer than the minimum prescribed period.

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Statutory Records Checklist for Housing Society

As per the Maharashtra Co-operative Societies Act, 1960 and Rules, 1961, the following statutory books and records must be maintained and preserved by a Co-operative Housing Society. This checklist is useful for office administration and audit preparation.

Document / Register / Record	Preservation Period	Maintained (✔/✖)
Minutes Book of General Body Meetings	Permanent
Minutes Book of Committee Meetings	Permanent
Membership Register (I-Register)	Permanent
Share Register (J-Register)	Permanent
Property / Asset Register	Permanent
Nomination Register	Permanent
Cash Book	10 years
General Ledger	10 years
Investment Register	10 years
Loan Register	10 years
Sinking Fund Register	10 years
Audit Reports and Audit Register	8 years
Voucher files, Bills, and Receipts	8 years
Receipts and Payment Register	8 years
Income & Expenditure Statements and Balance Sheets	8 years
Nomination Forms (Individual)	5 years after member's cessation
Complaint Register	3 years
Election Records (Nomination, Ballots, Voter List, Results)	3 years
Attendance Register for Meetings	3 years
Correspondence files	3 years

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Last updated: 12/05/2025

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