Short Answer

A cooperative society in Gujarat must maintain various official records, including a register of members, minutes books, ledgers, and other important documents.

Detailed Explanation

Section 32 of the Gujarat Cooperative Societies Act, 1961 mandates that every cooperative society shall maintain a register of members, containing details such as the name, address, occupation, and the date on which each member was admitted. This register serves as a crucial document to keep track of the society's members and their relevant information. In practice, this register is updated regularly whenever there are changes in membership, ensuring accurate and up-to-date records.

Furthermore, Rule 54 of the Gujarat Cooperative Societies Rules, 1965 specifies that every society must maintain minutes books of all general meetings and meetings of the committee. These minutes books record the proceedings of the meetings, decisions taken, and other important discussions. By maintaining these minutes books, the society ensures transparency, accountability, and a historical record of key decisions made within the organization.

In real-world scenarios, the register of members is essential for verifying the eligibility of members to participate in society activities, vote in elections, and receive benefits. Without accurate member records, the society may face challenges in conducting fair elections or distributing dividends. Similarly, minutes books play a crucial role in documenting the decision-making process, resolving disputes, and providing a reference point for future actions.

To maintain these records, the society typically follows a step-by-step process of updating the register of members whenever there are new admissions or resignations. Similarly, for minutes books, the appointed secretary or designated official records the proceedings of each meeting, which are then reviewed, approved, and signed by the relevant authorities.

Practical Examples

• Scenario 1: A cooperative society holds its annual general meeting to discuss financial reports and elect new committee members. The minutes book records the discussions, resolutions passed, and election results.

• Scenario 2: A member requests a copy of the register of members to verify their details and eligibility for upcoming elections.

• Scenario 3: During an audit, the auditor examines the minutes books to ensure compliance with statutory requirements and proper decision-making processes.

References

• Section 32 of the Gujarat Cooperative Societies Act, 1961: [Official PDF]

• Rule 54 of the Gujarat Cooperative Societies Rules, 1965: [Official PDF]