Membership records are the foundation of a cooperative housing society (CHS). These records establish the legal rights of members, define their shareholding, and ensure transparency in the society’s operations. If you are a resident of a CHS, it is crucial to verify that your name and the names of all joint holders are correctly recorded in the society’s books.
Register of Members – The Primary Record
Every CHS is legally required to maintain a Register of Members in the format prescribed under Form I. This register includes details such as:
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Name, address, and occupation of the member
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Number of shares held
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Date of admission as a member
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Date of cessation of membership, if applicable
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Details of transfer of shares in case of sale, gift, or inheritance
The register of members is considered prima facie evidence of membership and is the first document to refer to when confirming membership status.
Register of Shares
In addition to the member register, the society maintains a Register of Shares that records:
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Details of shares issued
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Dates of share transfers
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Details of transferees and transferors
This register is equally important as it provides proof of shareholding and entitlement to participate in the affairs of the society.
Right to Inspect Records
Under the model bye-laws, every member has the right to inspect society records during office hours or during a time fixed by the managing committee. You can:
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Make a written application to the society requesting to inspect or obtain copies of the register of members.
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Pay the prescribed fee to obtain certified copies of the entries.
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Cross-verify that joint holders’ names, addresses, and share details are correctly mentioned.
The society is legally bound to provide these documents once a valid request is made.
Audit and Reporting to the Registrar
Every housing society must submit an annual audit report to the registrar of cooperative societies. This report includes:
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Status of statutory registers like Form I (members) and Form J (active members)
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Confirmation that all entries have been updated correctly
This ensures that membership records are periodically reviewed and discrepancies, if any, can be rectified.
Steps for a Member to Verify Membership
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Submit a written request to inspect the register of members.
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Check joint holder details carefully, including share certificate numbers.
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Seek certified copies for personal records.
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If any error is found, request correction in writing and follow up until the society updates the records.
Conclusion
Verification of membership details is every member’s right and an essential step to safeguard property ownership and participation in society affairs. Since these registers form the legal backbone of a CHS, keeping your details updated ensures smooth voting rights, dividend entitlement, and legal compliance.
