Every copyright society shall place before its annual General Body meeting the following documents, namely:-
(i) an up-to-datelist of the authors and other owners of right or the set of rights in the specificcategories of works for which the copyrightsociety has been authorised to issue or grant licences, their names and addresses as recorded in the Register of Authors and Owners maintained. by the copyright society, as providedin sub-rule (i) of rule 64;
(ii) audited accounts of the society for the previous year;
(iii) the Tariff Scheme and the Distribution Scheme or any other scheme including the decision of the Copyright Board on the said Schemes, if any;
(iv) annual report as approvedby the Governing Council, giving full and detailed account of all its activities during the previousyears;
(v) Budget estimates along with programme of action as approved by the Governing Council for the succeeding year;
(vi) the agreements, if any entered with foreign copyright societies under subsection (2) section 34 of the Act;
(vii) any changes made in the instrument of registrationof the society; and
(viii) any other document relating to the society that require approvalof the General Body.
(>3.Accounts and audit.- (1) Every copyrightsociety shall maintain proper accounts of the royalties collected in a financial year, payments made out of such collections to the members [PARTII-SEC. 3(i)J TIIE GAZEITE OF INDIA : EXTRAORDINARY and other recurring and non-recurring expenditure incurred for meeting the administrativeand related matters, includingthe cost of litigations.
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(2) The books of accounts shall be kept in the registered office of the society and shallbe open for inspection of the members from time to time as per the conditions laid down bythe General Body.
(3) Every copyright society shall get its accounts audited by a chartered accountantannually.
64. Records to be maintained by copyright societies • +-Every copyright society shallmaintain the followingregisters at its registered or administrative office-
(1) a register of authors and other owners to be called the "Register of Authors andOther Owners" in respect of right or set of rights in the specific categories of worksfor which the copyright society has been authorised to issue or grant licences. Theregister shall contain the names of the authors and other owners, their addresses, thenature of rights authorised to be administered by the copyright society, year ofpublication of the work, the date on which the copyright society becomes entitled toissue or grant licences and the duration of such entitlement, the territo?for which theauthorization has been given and the rights that have been so authorised;
(ii) a register to be called the "Register of Agreements" containing a copy of everyagreement entered into by the copyright society with the authorlsand other owners forthe purpose;
(iii) a register to be called the "Register of Royalties" containing particulars ofroyalties and mentioning the names of persons or organisations and copy of thelicence agreements from whom the royalti_eshave been realised, and the amount sorealised .includingthe date of realisation;
(iv) a register to be called the "Disbursement Register" containing details ofdisbursement of royalties made to each author or other owner of right or set ofrights in the specific categories of works, category-wise, mentioningthe name of theauthor or other owner, nature of his right and the date and amount of disbursement ofroyalty made to him.
65. Returns to be filed by the copyright societies with the Registrar of Copyrights . Every copyright society shall file a return called the annual return with the Registrar ofCopyrights within one month from the date of conclusion of each annual General Bodymeeting setting out the followingdetails, namely :- ['lWT II-? 3(i)] 89
(i) the date of the annual General Body meeting held immediately preceding the filing of the annual return, the number of members who attended the meeting, agenda and the minutes of such meeting ;
(ii) the up-to-date list of the members, their names and addresses as recorded in the Register of Authors and Owners maintained by the copyright society, as provided in rule 64;
(iii) audited accounts of the copyright society;
(iv) the Tariff Scheme, Distribution Scheme and other Schemes, if any;
(v) annual report approved by the General Body giving full and detailed account of all its activities during the year;
(vi) the list of the members to whom royalties are not distributed and the reasons for the same; and
(vii) the list of the members to whom royalties have been distributed together with the amounts so distributed.
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