Monthly meeting minutes copy is charges or not
SHAILESH
(Querist) 18 November 2020
This query is : Resolved
Dear Sir / Madam
Sir, I had requested our society by letter of the minutes of their monthly meeting, to which the secretary of our society wrote to me, saying that even if we have ready copy of minutes you wanted but you would have to pay Rs. 10 each (they are ready to give receipt copy of money they charges )
My question is, can they ask me for such money? Because my point is that if after the society meeting it is mandatory to give the minutes of the meeting to all the members, but if any member asks for a copy a second time, he has to pay for it.
Isaac Gabriel
(Expert) 18 November 2020
Any document can be obtaied by paying the requisite fees prescribed by the coop.societies rules.What he says is right but the fees vary from state to.state.
SHAILESH
(Querist) 18 November 2020
thanks for reply sir
i m from maharashtra , as per mention section
Bye Law No 162. Modes of communication of Notices, Resolutions, Decisions etc.
Bye Law No 162(a) It shall be open to the Society, having regard to the importance of the matter and the specific provision made thereof under the MCS Act1960, the MCS Rules 1961 and the Bye-laws of the Society, to give notice of every General body meeting and communicate the resolution or the decision, to the Members of the Society on their last known addresses, by one of the following modes:
i Hand delivery
ii Dispatch through post office or by registered post, with or without acknowledgement due, or by email.
Bye Law No 162(b) A copy of such notice/communication of the decision/resolution shall be displayed on the notice board of the Society and thereupon, the notice shall be deemed to have been duly given or communication shall be deemed to have been duly made and the complaints received or made that the notice/communication was not received or was not sent to the correct address shall not affect the validity of the notice or the communication.
and
Bye Law No 171. Fees of supply of copies of the documents
The Member of the Society, requiring copies of the documents shall pay copying fees and other charges at the rates mentioned against them :
Sr. No. Document Name Charges
1 Certified copy of the Approved Bye-laws of the Society Rs5/- per page
2 Amendment of the Bye-laws of the Society Rs5/- per page
3 Last Audited Balance Sheet of the Society Rs10/- per page
4 Application for Membership of the Society Rs25/- per page
5 Second and Subsequent Nomination by the Member of the Society Rs100/- per page
6 Share Certificate of the Society(Duplicate) Rs100/- per page
7 List of Members of the Society Rs10/- per page
8 Correspondence / Documents (related to Member) Rs10/- per page
9 Minutes of the General Body Meetings and Committee Meetings Rs10/- per page
10 Indemnity Bond Rs20/- per page
11 Copy of Annual Returns and Periodicals Rs10/- per page
12 List of Active Members Rs5/- per page
13 Any other document as per section 32 of the Act Rs5/- per page
in section 162 they tell giving copy is compulsory
and in section 171 they showing charges
my question is charges for first copy or second copy
Rajendra K Goyal
(Expert) 18 November 2020
What are the bye laws in this respect?
Practically if they charge nominal charges / properly account for, there should not be any illegality in it.
SHAILESH
(Querist) 18 November 2020
Sir, there is no problem of proper accounting, if today I am asking for one or two documents and I have no problem paying Rs. 20 to 30 for it, but is there any law, asking for such money , this is my question
Also whatever the minutes are, it is mandatory to give a copy to the members, but if we asks for a copy, then the answer is to pay and get a copy.
If there are more papers tomorrow, then the money will go more,
kavksatyanarayana
(Expert) 18 November 2020
As per me, after registering the bylaw of society, a copy of such bylaw and financial statement of every year shall be communicated to all its members but not all. And every member has a right to verify the records of the society in person during the society office hours.
Rajendra K Goyal
(Expert) 19 November 2020
Society if providing these papers as matter of routine, the charges would be added in monthly maintenance, most of the members may not be requiring the documents. It is more practical that documents are supplied after taking charges. Even in RTI charges are take.
If bye laws exist for providing free copies, you can lodge complaint to Registrar if charges are asked.
P. Venu
(Expert) 19 November 2020
The Society can collect copying charges. But it should be at a uniform rate, irrespective of the type of document.
