COMPUTERIZED BILLING and ACCOUNTING

1). Monthly / Quarterly Computerized Members Contribution Bills.

2). Monthly Computerized Receipts for amount received from Members.

3). Monthly Members Collection, Receipt and Outstanding Statement.

4). Generation of Cash Book, Bank Book

5). Generation of Members and General Ledger.

7). Trial Balance, Income & Expenditure, Receipts & Payments, Balance Sheet.

8). Finalization of Accounts at the end of Year.

9). Other accounting requirements as per need.

Bank : Cheques will be banked once/twice in a Month along with passbook updation by the Society or by us details of deposits to be provided for billing on monthly basis.

Bills & Receipts: Bills and Receipts will be delivered to your Office or Your Office bearer will be collecting the bills from our office before 10th of every Month.

Final Accounts: Finalization will done in the month of April and May. The Society is obliged to provide cash and cheque payment expenses vouchers after end of every month.

Rates for Billing and Accounting shall be Per Member Per Month.

INTERNAL COMPLIANCE AUDIT OF HOUSING SOCIETY

Need : To restore Society’s Administration or for Compliance as per Bye Law and and per M.C.S.Act. 1960, Internal Compliance Audit is Must.

1)  Under this Scheme Half yearly, Nine Monthly, Yearly Internal Checking is done.

1. a) Accounts Records :Collection Records, Cash Book, Bank Book, All Vouchers, General Ledger, Member Ledger, Bills, Receipts, Payment Vouchers,

Investments, TDS and Income Tax details, etc.

1. b)Statutory Records :Share Register, I-Form Register, J-Form Register, Nominee Register, Asset Register, Dead Stock Register, Investment Register,

S.F. Register. Charge Register, O-Form Register.

1. c)Other Records : General Body and Managing Committee Minutes, Flat and Share Transfer Documents, Other Major Repair Bills, Quotations, All

correspondence to DRCS and Other relevant Records.

YEARLY STATUTORY AUDITING

General Information :

1). Audit of Co-operative Housing Society is mandatory and the Audited Report is to be placed before AGM before 30th September and the return is to be filed at Co-operative Department’s Website. Appointment of Auditor should be done in AGM or SGM and the Auditor should be from the Panel list of Co-operative department only. We have a team of Govt. Panel Auditors from whom you can seek Audit services which can be arranged at your Society Office or at our Office where accounts are maintained.

2). Under Co-operative Audit following job will be done :

Verification and Checking of Accounts Records i.e. Collection Register, Cash Book

Bank Book, Pass Book, Member Ledger, General Ledger, T/B, Income & Expenses

Statement, Balance Sheet, Other grouping., Statutory Records, Minutes  Books and

Other relevant Records including, Flat transfer records.

3). Audit Report comprises of Audit Report, Audit Remarks, Accounts Report and Audit Memo No.1 & 28.

4). Audit Report is given to the Society and the Society is obliged to file the Return to DRCS under Sec. 46(b)(1A) of M.C.S.Act. 1960 as amended which is mandatory.

5). Special Report in case of Fraud is submitted to DRCS

STATUTORY RECORD KEEPING

1) Society Records/ Registers are prepared after registration of the Society. Under this following work will be done.

2) Verification and checking each and every Flat Owner File/Title for issue of Share Certificate. For this the Society has to maintain Each Flat Owner’s file with copy of full Agreement, Possession Letter and Application for Membership.

3) Following Records are Prepared for Issuing of Share Certificate :

• i)  Share Register.
• ii) J-Form Register.
• iii) I-Form Register.
• iv) Nominee Register.
• v) Writing Names of Member/s on Share Certificates.

4) Society has to maintain Other Statutory Records as Under :

• i)  S.F. Register.
• ii) Asset Register.
• iii) Dead Stock Register.
• iv) Investment Register.
• v) “O” Form Register.
• vi) Charge /Mortgage Register of Flats/Shops.
• vii). Flat Transfer Register.

MANAGEMENT AND LEGAL CONSULTANCY

Societies come across various legal hurdles during the day to day management due to which correspondence to Co-operative Department (DDR/DJRCS/Other Authorities) arises. As a result Society needs consultation on various issues under the provisions of Byelaws and MCS Act 1960.

Most common being, proceedings such as :

1. Enquiry U/s 83 for mismanagement, and further proceedings U/s 88 and 98.
2. Show Cause notices issued by Co-operative Department on Complaints filed by Members.
3. Appeal for Membership U/s 23 and 24.
4. Committee elections,
5. New Byelaw adoption,
6. Tax related issues before appropriate Authorities.
7. Disputes between Members, Between Members and Society or vice versa often lands in Co-operative Court, U/s 91.
8. Other legal compliances.

Pertaining to Builder and Developer :

Non Compliances on part of Builder/Developer as per flat purchase Agreement, registered under the provisions of MOFA Act and further remedies for the same by approaching Consumer Forum, RERA Authority, Civil Court and Criminal Court.

DEEMED CONVEYANCE CONSULTANTION

1. When the Builder / Developer does not convey / transfer the land and building in favour of the Society then the Option of Deemed Conveyance is available for the Society.
2. Dy. Registrar of Co-op. Society is the Authority for Deemed Conveyance.
3. Following are the Documentation for Deemed Conveyance             
   1. Application form No.7 U/s.11(3) of M.O.F. Act. 1963.
      Court fee stamp Rs. 2,000/- to be affixed to the Application.

Verification is to be notarized.

2.  
3. Copy of Society Registration Certificate.

M.C. Resolution to file Case against Land Lord and Developer.

4. Copy of Agreement for Flat Sale which is registered.

Name and Address of Land Owner and Developer., Lay out of Land.

Copy of Development Agreement  and Title Certificate and  Search Report.

5. Land Revenue Record Copy and 6-Form copy (Pher Phar Utara)
6. A. Order Copy
7. Present Flat Occupier List..Flat No., Name of Flat Purchaser, Area, M.Value,

Agreement Value, S.D.Paid, Agreement Reg. No. Date, Reg. Fee.

8.  
9. Index of Flat Owner or Stamp Duty Paid Proof.
10. C. Issued By Local Authority.
11. Architect  certificate of  Land Area and Balance FSI.
12. Land Deed/ Conveyance Draft.

CONSULTATION ON RECOVERY OF OUTSTANDING DUES (U/S 101 OF MCS ACT. 1960)

1. Recovery U/s.101 is a special provision for fast recovery of Dues from the Co-operative Housing Society Members.
2. On Proper submission of Application for Recovery the DRCS issues Recovery Certificate U/s.101 and said Certificate is given to the Recovery Officer. The Said Recovery Officer is recovers the dues of the Society by applying procedure of recovery i..e arrears of land revenue as per provision of  revenue act of the State.
3. Following documents are required to file Recover Application to DRCS.
   1. Defaulter Members Accounts Statement month wise, head wise year wise with principal amount, interest, total.
   2. Three Reminders sent to the Members.
   3. Legal Notice to the Member. (It is better to issue Legal Notice before filing

Recovery Application / case before DRCS. ( Dy. Registrar of Co-op. Societies. )

4.  
5. General Body Resolutions for imposing monthly contribution and charges.
6. Managing Committee Resolutions for recovery action, for appointment of

advocate and for filing recovery application before DRCS and signing authority.

7. Stamp Duty Payment for Recovery & Payment of Inquiry Fee to Govt.

4. After submission of relevant Application, hearing notices are been issued to both parties and after submission of Say and Written Submission, the file is closed for Order. Then recovery certificate is issued on the basis of merits of the Case.
5. After obtaining Recovery Certificate, the Recovery Officer is taking action of recovery after obtaining Recovery Fee.

FLAT / SHARE TRANSFER DOCUMENTATION

1. In following Cases Share / Flat / Shop is transferred in favour of Applicant / Transferee.
   1. When Flat is Sold to Purchaser/Transferee.
   2. When Gift Deed is executed among the Family Members.
   3. Release Deed Executed to Family Members.
   4. Death Case when Legal Heir nominated.
   5. Death Case when Nominee is not nominated & dispute among legal heirs.
   6. Death case when Will is made in the name of Legal Heirs.
2. In all above cases relevant documents must be submitted along with Indemnity Bond, Affidavit, Legal Heir Certificate, Probate, News Paper Advertisement etc. for obtaining Membership in the Co-operative Housing Society in place of deceased Member.

ALL DEEDS, AGREEMENTS, AND REGISTRATION

1. Ownership Flat / Shop Agreement for Sale / Sale Agreements.
2. Development Agreement in between Land Owner and Developer.
3. Re-Development Agreement between Society and Developer.
4. Power of Attorney in between Land Owner and Developer
5. Power of Attorney in between Society and Developer.
6. Allotment Agreement with Land owner.
7. Release Deed.
8. Gift Deed.
9. Power of Attorney, General or Specific any kind.
10. Family Arrangement / Settlement Deed.
11. Affidavit of any Kind.
12. Indemnity Bond as per Bye Law of the Society, as per need.
13. Declaration or Confirmation Deed.
14. Land Conveyance Deed in between Land Owner, Builder and Society.
15. Leave and License Agreement for 11 months or 33 months.
16. Any type of Agreement / Contract as per Need.

Stamp duty Valuation done and Agreements are also been Registered through Us.

REDEVELOPMENT GUIDANCE AND MANAGEMENT CONSULTATION.

Redevelopment Process involves:

1. General Body Meeting passing of Resolution for Redevelopment.
2. Appointment of Architect and legal advisor.
3. Calling upon tenders from prospective Builders / interested parties
4. Selection of Builder/ Developer.
5. Fixing of terms and condition safeguarding the interest of the members.
6. Agreement for Development along with Power of Attorney and registering the same.
7. Vacating of premises only after obtaining necessary permissions for construction.
8. Development and handover of premises.
9. Addition of new members and issuing Share certificates on due compliances a per the Byelaws.
10. Other necessary legal as well as Management requirements.

It is always in the interest of the Society to appoint its own Architect and legal advisors or consultants, who guides the Society in the respective aspects.