Document List to Submit Registrar of Cooperative Societies, Kerala in Various Situations

Cooperative Societies required to submit various documents to Registrar for number of reasons. After forming society, for example, it may amend its by-laws or change in utilization of funds, or opening of new branches etc. In every new request or submission to Registrar to be made along with appropriate documents. Here is the list showing major situations and commonly used relevant documents.

1. Documents List for By-law Amendments of Cooperative Society in Kerala

1. Covering letter
2. Resolution of the general body
3. Proforma details mentioned in Rule- (iii) (duplicate)
4. Details of existing by-laws proposed by-law and reason for amendment (3 copies)
5. 7 copies of the text of by-law that would stood after amendment
6. Resolution regarding amendments
7. One copy of the general body notice. In the case of new-paper publication circulates from the asst. Registrar to the effect that notice has been published on the notice board of AR Officer.
8. Copy of the tentative balance sheet of the amendment related to any financial aspect. Sufficient copies are to be enclosed if the registering authority is registrar.

2. Documents List for Fee Exemption From the Prescribed Qualification in Cooperative Societies Kerala

1. Covering letter with details
2. Proforma Details as per circular 7/98
3. Self explanatory resolution (Reason of giving exemption of the Board of Directors to be recorded in writing)
4. Seniority List
5. Copy of the feeder category rules

Note: Employee who entered in the service of the Society prior to 1.1.74 are eligible for exemption from the prescribed educational qualifications vide rule 185 (8)

3. Documents List for Time Bound Higher Grade in Cooperative Societies Kerala

1. Covering letter with all details
2. Resolution of the board of Directors stating the service particulars, existing scale of pay, higher grade scale of pay, date of sanctioning higher grade etc.
3. Proforma details as mentioned in circular No. 15/97

4. Documents List for Solvency Certificates in Cooperative Societies Kerala

1. Covering letter with all details
2. List of existing chitties and proposed chitties
3. Statement of net Assets
4. Details of solvency Certificate issued earlier
5. Copy of the tentative balance sheet

5. Documents List for Write-off Proposal in Cooperative Societies Kerala

1. Covering letter with the details
2. Resolution of the general body
3. Details of assets to be written-off (If stock is to be written-off, copy of the stock verification statements)

6. Documents List for Utilization of General Fund - Building construction

1. Covering letter with details
2. Resolution of board of directors
3. Plan and estimates approved by concerned authorities
4. Permission obtained from local bodies
5. Tentative balance sheet (latest)
6. Latest audited balance sheet

7. Documents List for Utilization of General Fund - Purchase of Land

1. Covering later with details
2. Resolution of the board of directors
3. Photocopy of the documents
4. Legal persons
5. Encumbrance certificate
6. Site plan
7. Possession of employment certificate
8. Tax receipt
9. Sale agreement
10. Valuation certificate
11. Soil suitability certificate

8. Document List for Sanctioning of Staff Post

1. Covering letter with details, (present classification whether all eligibility criterion are satisfied, No. of branches, financial capacity of the bank to shoulder additional expenditure etc. to be mentioned in the covering letter)
2. Resolution of the Board of directors stating the necessity of posts
3. List showing eligible staff strength, existing staff pattern (Staff Post sanctioned to branches are to be shown separately)
4. Latest tentative balance sheet
5. Latest Audit balance sheet

9. Document List for Opening of New Branches

1. Covering letter with all details
2. Resolution of the board of directors
3. Resolution of board of directors stating that the proposed branch will be run by existing staff itself
4. Project report of the proposed branch
5. Approved staff strength of the bank
6. List of existing Staff (Designation only)
7. Survey sketch of the area operation marking the head office, existing branches and proposed branch
8. Statement showing the financial position of the society for the past 3 years. (share capital deposits, borrowing, loans, outstanding, loan issued profits overdue, working capital etc.)
9. Agreement with the owner of the building if the proposed branch is functioning in rented building
10. Tentative balance sheet for auditor balance sheet for the last three years
11. Details mentioned in the circular no. 17/81

10. Document List for Freedom Category Rules

1. Covering letter
2. Resolution of the board of direction
3. Copy of the feeder category rules (new)
4. Copy of the feeder category rules last approved by the Joint Registrar

11. Document List for Plans & Scheme Files

1. Request for financial assistance (3 copies each ie 3 sets)
1. Covering letter
2. Prescribed application form
3. Copy of the resolution
1. Resolution requesting or assistance
2. Resolution agreeing it abide the rules and regulations
3. Authorization sign the agreement
4. Any other of resolutions if maintained in the rules
4. Draft rules and agreement
5. Documents prove in the eligibility criterion as per rules
6. No due certificate
7. Copy of the tentative balance sheet
2. Withdrawal proposal
1. Covering letter
2. Resolution of the board directors
3. Rule and agreement in bond paper duly signed by all concerned bearing office in all pages
4. Adjustment receipt
5. If share capital contribution, share certificate in favor of governor of Kerala
6. Code, of the conviction order which will from part of the agreement
3. Utilization Certificate
1. Covering letter
2. Utilization Certificate in the prescribed proforma