APPLY FOR REGISTRATION OF A SOCIETY
INSTRUCTION FOR THE REGISTRATION OF A SOCIETY
- Two sets of cleanly typed Memorandum of Association together with Rules and Regulations (preferably hand or aerzulaid papers should be used) duly signed either by the President and the Secretary with the Seal of the Society to be submitted.
- Every page of the documents furnished is to be initiated with date in the original set of the documents either by the President or the Secretary with the office seals of the Society. The signature should always be dated.
- Registration Fee of Rs.50.00 (Rupees fifty) only is payable for the purpose through Treasury Challan under the Head of Account - “1475-other General Economic Services- Fees under the Societies Registration Act. 1860, Act XXI of 1860.”
- Copies of Resolution regarding the registration of the Society and election of the Members of the executive body with the list of members present in the General Meeting are to be furnished with the documents duly attested by a gazetted officer.
- All the Executive Members (the president, Secretary and other Executive Members of the Society (whose number shall not be less than seven) in the concerned list to sign with full name and date in the original copies of the Memorandum of Association and Rules & Regulation of the society in the presence of the Deputy Commissioner / Additional Deputy Commissioner / Sub-divisional Officer/ Revenue circle Officer of the concerned district / Sub-division/ Revenue circle who will sign in each of the above mentioned documents with full name in block letter, date and designation in token of his /her having witnessed the same.
- If the society claims that its office is situated on a land, owned by it, the Dag Number, Patta Number and proof of its ownership of the land should be furnished. If the office is situated in a rented building an affidavit from the house owner with proof of his ownership should be furnished.
- Attested passport size photos of the President and the Secretary (attested by a gazetted officer on the photo below the face) shall have to be furnished (two copies each).
- If the Organisation (proposed to be registered as a society) has been undertaking any activities during the preceding twelve month from the date of its application for registration, it should attach a certificate in original from the Deputy Commissioner / Sub-divisional Officer of the concerned district / Sub-division of these activities.
- Declaration from the President of the Secretary regarding the receipt of fund, if any from the Government or other agencies. There should be a categorical declaration in this respect.
RENEWAL OF SOCIETIES UNDER SOCIETY REGISTRATION ACT XXI OF 1860
Prior to 12-07-1996 the validity was not given in the registration certificate. It was introduced from the year 1996 by the then Registrar Shri Biswajit Bordoloi and for the purpose the Director of Printing and Stationery was requested to print some important provision of the Societies Registration Act XXI of 1860 along with validity in the body of the registration certificate.
Prior to 20-12-2001 the procedure of renewal of certificate of registration of society was not introduced as the Societies Registration Act XXI of 1860 is quite silent in this regard in respect of Assam. It was introduced in Assam from 2001 as per Govt. instructions issued vide letter No.FTX.185/2001/63 dated 20-12-2001.
Validity of certificate of registration is issued for a period of 3 (three) years. Hence, renewal is being done after 3 (three) years.
DOCUMENTS REQUIRED FOR PROCESSING RENEWAL OF A SOCIETY
- Application for renewal.
- A photo copy of the registration certificate along with the original registration certificate.
- A list of members of the Executive committee with their full name (in block letter), address and occupation.
- Relevant resolution of the General Body meeting for the purpose.
- Certificate of authentication by three members of the outgoing Executive Committee, whose signatures shall be attested by a gazetted officer.
- Attested photocopy of the latest annual balance sheet (along with the original, which will be returned after verification).
- Attested photocopy of the latest audit report (along with the original, which will be returned after verification) from a Chartered Accountant or a Government auditor, as accepted by the Annual General Meeting of the society (This document is to be submitted to the Registrar within 30 days from the date of the Annual General Meeting, accepting it.
- Attested photocopy of the utilisation certificate (along with the original, which will be returned after verification) on the utilisation of Government / Semi-Government / any institutional fund by the society (in case of a society, which had received any such fund during the period, prior to the date of the renewal application).
- Renewal fee. Rs.25.00 (rupees twenty five) only per year from the date of expiry of the validity of the original registration certificate to be deposited through Treasury Challan under the head of account-”1475- Other General Economic Services-Fees under Societies Registration Act. 1860, Renewal under Act.XXI-1860”.
- Specimen signature with full name and date of all new Executive members (including the new President / new Secretary, if any) on a plain paper, signed in the presence of the Deputy Commissioner / Additional Deputy Commissioner / Sub Divisional Officer / Revenue Circle Officer of the concerned district / sub division / revenue circle, who will sign on that paper with full-name in block letter, date and designation in token of his having witnessed the same.
- A brief report (in original) from the Deputy Commissioner / Sub-Divisional Officer of the concerned district / sub-division of the activities of the society during the preceding three years from the date of the renewal application.
- Photocopies of all pages of the Bank Pass-Book of the society (along with the original,which will be returned after verification).
- Cash book (in original, which will be returned after verification) of the society, relating to the preceding three years, pending the date of the renewal application.
- Attested passport size photos of the President and Secretary (attested by a gazetted officer of the photo, below the face.
- Dag Number, Patta Number and Proof of ownership of the society on the land of its Office, in case of a society, making such claim.
- An affidavit from the house owner with the proof of his ownership, in case of a society’s office is housed in a rented building.
- An annual report since the date of registration.
DOCUMENTS REQUIRED FOR ISSUE OF DUPLICATE REGISTRATION CERTIFICATE OF SOCIETIES
- Application in plain paper from the President/Secretary (in case of a society) with signature (in full name), date and seal, requesting for the issue of the Duplicate of its registration certificate by stating its relevant details.
- An affidavit in original (sworn before a magistrate) in non judicial stamp paper by the president or the Secretary (as the case may be), explaining the circumstances of the loss of the original registration certificate of the society (as the case may be).
- Police report (in original) regarding the loss of the original registration certificate.
- Fee for Rs 1/-(one rupee) only through Treasury Challan under the Head of Account “1475-other General Economic Service-fees under the Societies Registration Act XXI of 1860.”
- Particulars of other relevant documents (other than the registration certificate), in case their DUPLICATES are required by the society.
DOCUMENTS REQUIRED FOR FILING CHANGES IN THE MANAGING BODY, CONSTITUTION OF THE SOCIETY UNDER SECTION 4, 4A OF THE SOCIETIES REGISTRATION ACT.XXI OF 1860
- Application for filling changes in the Managing Body and Constitution of the Society
- A list showing the name, address, occupation and designation of Executive Committee entrusted with the management of the affairs of the society.
- A copy of the rules of the society corrected up to date and certified to be a correct copy by not less than three members of the Governing Body is submitted within 15 days of making such alteration.
DOCUMENTS REQUIRED FOR FILLING BALANCE-SHEET AND AUDITOR’S REPORT OF THE SOCIETY UNDER SECTION 4B OF THE SOCIETIES REGISTRATION ACT XXI OF 1860.
- Within 30 days after holding of every Annual General Meeting there shall be filed with the Registrar of Societies a copy each of the balance sheet and auditor’s report certified by the auditor under sub section(2) of section- 5A.
- If the President, Secretary or any other person authorised in this behalf by a resolution of the governing body of the society fails to comply with the provisions of sub-section (1) he shall be punishable with fine which may extend to five hundred rupees.
DOCUMENTS REQUIRED FOR FILING CHANGES IN NAME OF THE SOCIETY
- Application for change in name of the society.
- A sum of Rs.1/-(one) only payable for the purpose through Treasury Challan under the Head of Account-“1475-other General Economic Services-Fees under the Societies Registration Act XXI of 1860.”
- Notice in writing of every change of name signed by the Secretary and by the other seven numbers of members of the society before DC/ADC/SDO(Sadar) or Circle Officer changing its name shall be sent to the Registrar.
- The consent of not less than 2/3 (two thirds) of the total number of members by a resolution at a general meeting convened for changing its name. A copy of the same shall be sent to the Registrar.
- Affidavit regarding change in name.
- Original Registration Certificate
DOCUMENTS REQUIRED FOR FILING CHANGES IN ADDRESS OF THE SOCIETY
- Application for change in Address of the society.
- A sum of Rs.1/- (one) only payable for the purpose through Treasury Challan under the Head of Account-“1475-other General Economic Services-Fees under the Societies Registration Act XXI of 1860.”
- Notice in writing of every change of address signed by the President, Secretary and by the other seven members of the society changing its address shall be sent to the Registrar.
- The consent of not less than 2/3 (two thirds) of the total number of members by a resolution at a general meeting convened for changing its Address. A copy of the same shall be sent to the Registrar.
- Affidavit regarding change of address.
- Original Registration Certificate.
DOCUMENTS REQUIRED FOR FILING CHANGES IN CONSTITUTION OF THE SOCIETY
- Application for approval of amendment of Memorandum of Association and Constitution of the society.
- A notice regarding special meeting for the proposed amendments is to be issued to all members of the society ten days before the special meeting. A copy of the same shall be sent to the Registrar.
- The proposal amendments shall have to be agreed to by the votes of three-fifth of the members in person or by proxy.
- The proposed amendments shall have to be confirmed by votes of three-fifth of the members present at a second special meeting convened by the governing body at an interval of one months after the former meeting.
DOCUMENTS REQUIRED FOR OBTAINING CERTIFIED COPY OF THE SOCIETY
- Application for issue of certified copy of the document of the society.
- Treasury challan of Rs.30/-(thirty)only payable for the purpose through Treasury Challan under the Head of Account-“1475-other General Economic Services-Fees under the Societies Registration Act XXI of 1860.”
- A notice is to be issued to all members of the executive body to hold the meeting to get the certified copy of the documents of the society ten days before the proposed meeting. A copy of the same shall be sent to the Registrar.
- 2 (two) sets of Memorandum of Association and Rules and Regulations of the society is to be submitted along with the application.
- Attested copy of Registration Certificate of the society along with original which will be returned after verification.
