Record keeping system in SNT (TSN)

In the vast majority of cases, the boards or chairmen of the SNT (TSN) pay some, albeit minimal, attention to the office work system. In a minority of cases, there is no document management system at all. You can probably count on one hand those horticultural associations where maximum attention is paid to office work. I must say that SNT “Pishchevik” belongs to the vast majority. Something is being done, there are attempts to register documents, arrange them according to cases, but there is no well-established, harmonious and understandable system that allows you to work freely and find the necessary documents at a certain point in time. I must say that until 2008 there was no system at all. And what he wrote, composing on the go, the cashier in the gatehouse of the board, can hardly be called documents. In fact, there are no documents until 2008 in the SNT.

So what do we have in the middle pool? In any SNT (TSN) there is a set of documents that need to be sorted, sorted and turned into an understandable system of access, use, and search for the necessary information. Along the way, we must resolve all issues of registration, execution and determination of further storage space for all new documents received or created in the organization. Work to achieve these goals begins with the development and approval of the nomenclature of cases, books and journals of SNT (TSN).

Nomenclature of cases, books, magazines SNT (TSN):

Let’s define the term and what it means:

Nomenclature of cases, books, magazines –

this is a systematized list of cases generated in the activities of the organization, indicating the terms of their storage, and executed in the prescribed manner.

Since there is a chairman in the SNT (TSN), who is responsible for office work, and often he is also responsible for accounting in one person, then he has the cards in his hands. Those. the chairman must stupidly appoint a secretary, who then must be approved by the decision of the board, and instruct him: to develop a nomenclature of cases, books and magazines (hereinafter referred to as the nomenclature). The decision of the board is made at the first meeting after the election, where the distribution of portfolios or areas of work for members of the board takes place.

The secretary may be a hired employee working under an employment contract. In this case, it is necessary to complete all the necessary documents: accept an application for employment, consider and make a decision at a meeting of the board (for TSN, the decision of the board is not necessary, because the chairman is the sole executive body of TSN), then the chairman of the board of the SNT signs with the secretary employment contract, issues an order for employment, the secretary signs the job description. In addition to these documents, the SNT (TSN) must have a staffing table approved by the general meeting of the members of the association and put into effect by order.

How to do it? We return to the nomenclature. And it’s easy. The secretary of the board conducts a brainstorming session, mentally laying out all the documents into sections or topics. These sections will, after the compilation of the nomenclature, be turned into cases, which, in turn, will be formed from documents of a similar subject matter. Let’s try to define these partitions for the average SNT. Why for the average? Yes, because in a small SNT there are very few documents, but in a large section and, accordingly, there will be much more cases. In any SNT there will be two main directions (not sections) for the formation of cases. These are accounting documents and all the rest.

All accounting documentation is formed personally by the accountant. He is also responsible for accounting in accordance with the norms of FZ-402 dated December 6, 2011 “On Accounting”. According to Article 6 of this law , “An economic entity is obliged to keep accounting records in accordance with this Federal Law, unless otherwise provided by this Federal Law.” We hasten to cool you down with the fact that in the same article for all, without exception, horticultural associations, any organizational and legal forms and associations of real estate owners “otherwise is not established.” In many cases, in SNT (TSN), the responsibility for accounting is assigned to the chairman of the board in accordance with his own issued order with the right to sole sign all accounting documents. Not forbidden. Even if the SNT has a hired employee with an accounting education, the chairman bears full responsibility for accounting.

Now let’s deal with the specific sections of the nomenclature and the names of cases, proceeding from the above, and keeping in mind one paraphrased rule, which I happened to hear from a senior warrant officer of the border troops, who worked in the secret unit of one of the border detachments for 30 calendar years.

Office work rule: Registration, control over execution, storage of documents and formation of cases is carried out in a way that is convenient for a particular legal entity and for those responsible for office work based on regulations.

Approximate sections and names of cases of the nomenclature for TSN (SNT):

  1. Constituent and organizational documents
    • 1-1 Nomenclature of files of books and magazines TSN “Pishchevik”

    The nomenclature always goes under the first number. In the conditions of TSN (SNT), it is convenient to approve the nomenclature once every two years. Those. the nomenclature is developed and serves during the term of the board and the chairman. After the expiration of the terms of office of the old executive bodies at the end of the year, the new board clarifies the nomenclature, making its own adjustments to the existing document. Then the nomenclature is approved by the chairman of the TSN for the next two years in the last days of December for the next period of the document. When a new nomenclature is approved, the old nomenclature ceases to be valid and is filed into the case with the index 1-1. All cases and information are transferred from the old to the new nomenclature. Indexes and sections of the new nomenclature remain the same and can only be supplemented by new cases. In the case, the nomenclature should be kept permanently, tk. this document not only contains all the information about the cases opened in TSN, but also information about the destruction of old cases.

    Case index , assigned once, does not change over time. When new nomenclatures are put into effect, case indices also do not change. That is, if the nomenclature had an index of 1-1, then it should be 1-1 in 10 years. The index means “1” – a section of the nomenclature, the second digit “1” means the serial number of the case in the first section of the nomenclature. When transferring data in a special column of the nomenclature, a mark is placed on the presence of the number of cases. In the case under consideration, we mean the number of volumes (folders) with filed old nomenclatures.

    A sample of the nomenclature of cases, books, magazines TSN in the format of a web page. The nomenclature for TSN is approved by the chairman, and the developer, the secretary, signs at the bottom.
    For SNT there is a feature of the order of approval of the nomenclature. It must be approved by the decision of the board with the preparation of the relevant protocol. In this case, two signatures must be placed below the document: the chairman of the board and the secretary – the developers of the document, or only the secretary.

      • 1-2 Document registration book (outgoing)

      This book is really a book or magazine. This is not a document folder. A magazine or book can be bought in stationery for a small amount. The sections of the book are intuitive and will not cause any difficulties when registering incoming documents. Moreover, in different editions of outgoing books, the sections for registering documents may differ slightly. But this is not essential and will not contribute to confusion in the documentation. There are several registration rules for outgoing documents:

      Rule 1: All documents that are created within TSN (SNT), including statements of members of the association, not members of the association, but having a contractual relationship with TSN (SNT), which are related to the creation of TSN; documents sent to third-party organizations and institutions are outgoing documents. Those. these are the documents that come from the organization and are transferred to other organizations or created within the TSN (SNT) by persons directly related to the organization to resolve any internal issues of the TSN (SNT).

      Rule 2: The nomenclature is always registered in the journal of outgoing documents at number 1. This applies to each journal of outgoing documents newly entered in the association, and the journal itself is assigned an index of 1-2 according to the nomenclature. The old journal is sent to the archive of the organization for storage.

      Rule 3: An outgoing document sent as a request to the administration of a local self-government body is transferred to a temporary folder with documents, i.e. until the moment when a response is received to the sent document. After receiving a response, both documents (outgoing TSN (SNT) and incoming from the administration) are filed into the file together. This achieves the goal of quickly finding both documents in the relevant file when the need arises.

      A temporary folder (case) is a kind of control tool that allows the secretary to control the passage of documents and timely report violations to the chairman, as well as remind performers of the timely execution of documents. The main thing is not to forget to look there and sort through the documents available in it.

        • 1-3 Charter of TSN “Pishchevik” (current)

        It is recommended that the current charter of the organization be stored separately, in a separate file (folder). This is more convenient for everyday work with members of the organization, applicants, courts and other interested parties. It is advisable, before sewing the charter into a folder, make an electronic copy of it for printing out to those who wish in accordance with the rules set forth in Section IX. “TSN office work” and for their money. If the copy certified by the chairman of the TSN does not suit the applicant, what should be asked in advance, then send such a pedant to the tax service. There he has the right to receive a copy of the charter, certified by the Federal Tax Service, again for his money.

          • 1-4 Constituent (inactive), registration documents, including documents on the ownership of property

          All inactive editions of the charter, other documents are filed in this case: on registration with the Federal Tax Service of the chairman, on assignment of OGRN TSN (SNT), on assignment of OKVED, old documents on land rights, including, and invalid.

          For documents on registration of property rights to property, you can start another case, if it is more convenient for your TSN (SNT).

            • 1-5 Regulations, regulations for internal use

            In this case, all documents are stored, which are documents of internal use, but, at the same time, are not annexes to the charter. For example, these can be: the rules of conduct of the general meeting, the regulation on contributions and payments, the daily routine, etc.

              • 1-6 Book of registration of documents (incoming)

              This book records all documents that come into the organization from outside. Those. TSN (SNT) has nothing to do with the creation of such documents. These are documents of organizations, institutions, authorities, self-government bodies of citizens, courts, etc. It should be distinguished that the application (appeal) of a citizen from a neighboring SNT will be registered as an incoming document, and the application of its member (or a citizen who has a property management agreement, for SNT – individual) will be registered as an outgoing document.

              1. Governing body
                • 2-1 Minutes of general meetings of members of TSN (SNT)

                Minutes of general meetings can be kept in two ways. The first way is that each protocol, together with the annexes and the list of participants in the meeting (signatures of the participants are required), is stitched and sealed with the seal of the TSN (SNT). After that, the protocol is filed into the file or stored in the file in a folder. This method is inconvenient in terms of the fact that such a protocol can be removed and lost. The second way is to keep records in a separate notebook. But in this case it is difficult to store appendices to protocols. They will always be in different places. Besides, manual writing of the protocol is yesterday. Forget what happened yesterday, move forward.

                The numbering of the protocols starts from the new year with the first number or from the date of the reporting and election general meeting. Those. the number of the protocol of the reporting and election meeting will be No. 1.

                General rule for all protocols: TSN (SNT) should always make copies of the original protocols of decisions of all governing bodies, which are stored in a separate folder next to the originals or in electronic form. In any case, the certification of copies occurs as necessary at the request of citizens or organizations in accordance with the law.

                  • 2-2 Minutes of meetings of the Board of TSN (SNT)

                  The minutes of the meeting of the board, the first after the reporting and election meeting, will be number 1. During the first meeting, organizational issues are resolved, including the distribution of responsibilities between members of the board. In the SNT, at the first meeting, a decision is made to hire the chairman of the board, because. the employer is SNT represented by the board. If provided for by the staffing table, the board decides on the employment of other members of the board.

                    • 2-3 Minutes of general meetings of property owners

                    Due to the peculiarities of the organizational and legal form of TSN, the board should hold general meetings of property owners, with whom the association has concluded agreements on the management of property of citizens and property of TSN, which is in the general use of citizens. These meetings are not related to the general meeting of TSN members. In SNT, the law does not provide for such meetings for individuals.

                      • 2-4 Minutes and acts of inspections of the audit commission
                      • 2-5 Register (list) of members of TSN (SNT)

                      The register of TSN is maintained in working order and is intended solely to ensure normal communication with TSN members. Duplication of information from the list also occurs in each property management agreement concluded between TSN and citizens. If the registry falls into a dilapidated state, then it is replaced with a new one, transferring all the updated information from the old registry. Approval of the new registry is not required.

                      For SNT there is one feature. When creating an SNT, the general meeting is obliged to comply with paragraphs 17 – 19 of Art. 21 FZ-66 of April 15, 1998. Paragraph 17 provides for the approval of the list of members of the SNT. However, this need is connected with the procedure for the distribution of plots during the initial survey of the entire land plot provided by SNT. The plot is divided into individual plots and a public plot of land. The meeting approves the list of members, carried out surveying and distribution of sites among members. In the future, approval of the list of members when it is changed in the process of transfer of ownership (donation, sale, inheritance, etc.) to land plots is not required.

                        • 2-6 Orders of the chairman, including those on personnel

                        It is recommended that the orders of the chairman and the orders of the chairman for personnel be separated and stored separately. We believe that for the conditions of TSN (SNT) it is not advisable to do this due to the small number of issued orders. In most associations, there are only 2 – 4 staff units. During the period of performance of duties by the elected executive bodies, the chairman can actually issue 1 order of the chairman on taking office and up to 20 orders on personnel. And then, if orders for holidays are issued in TSN (SNT). As a rule, there are no such orders, despite the fact that they must be in accordance with the Labor Code.

                          • 2-7 Journal of registration of orders of the chairman

                          This journal is started in order to register all issued orders. Registration includes the date, serial number and number of copies, their location (case index). At the same time, orders are not registered in the book of outgoing documents of the association.

                            • 2-8 Correspondence with organizations, departments, institutions

                            This case stores all incoming and outgoing documents for correspondence with the outside world.

                              • 2-9 Correspondence with TSN members, citizens

                              This case stores all documents, including statements and appeals of TSN (SNT) members, citizens, answers to their letters, as well as letters sent from TSN (SNT) to members and citizens.

                                • 2-10 Destruction acts

                                This is a matter of permanent storage. Acts are drawn up according to the rules defined in the charter of TSN.

                                1. Personnel
                                  • 3-1 Staff list, job descriptions, employment contracts, employee statements

                                  In this case, documents are stored in one way or another related to labor legislation. The most important is the staffing table, because. his absence does not give a single chance to pay a salary to anyone in TSN (SNT). The staffing table is approved by the general meeting (or rather, staff units and salaries are approved) and put into effect by order of the chairman of the TSN (SNT). For a small staff of TSN (SNT), the staffing table can be omitted. In this case, the elements that are included in the staff list for each employee are indicated in the employment contract.

                                  1. Resource supplying organizations
                                    • 4-1 Energy supply contract for TSN with Yantarenergosbyt
                                    • 4-2 Documents on the technological connection of TSN to the Yantarenergo networks, design documentation for the OESH
                                    • 4-3 Correspondence with resource providers

                                    Cases with index 4-1 and 4-2 may include other documents with other resource-supplying organizations, for example, with Vodokanal, a gas supply organization, etc. If they do not include, then new cases are opened in this section or the name of already submitted cases is supplemented by the actual content.

                                    The last file contains all correspondence with resource-supplying organizations, incoming and outgoing documents. Clarifications to contracts, changes in conditions, new documents on technological connection are included in the first two cases.

                                    1. Accounting

                                    Cases, which are included in the sample nomenclature, were created in SNT “Pishchevik” at the request of an amateur accountant. To what extent this is correct can be judged by a professional accountant. In any case, the cases and books that are entered into the TSN (SNT) for accounting are under the authority of the accountant and under his responsibility. The secretary of the board does not carry out accounting.

                                    Rule 4: It is advisable to leave two empty lines in the nomenclature in each section. They enable the board to always supplement the section with a new file (book) with its own index and title, if necessary.

                                    For the formation of a new case, no additional decision or order for enactment is needed. And the need for TSN (SNT) may arise, for example, when documents (correspondence) appear with a new resource-supplying organization, a decision is made to divide correspondence with organizations, departments into two cases: one is correspondence with self-government bodies, and the other is correspondence with all other organizations. Those. you select correspondence with a specific addressee from the public folder. A change in the nomenclature is made manually, and then, when transferring cases to a new nomenclature, it is reprinted in the prescribed manner.

                                    When a new nomenclature is put into effect, the old one is simply reprinted along with new manual notes. The old nomenclature is closed with a final entry, as you can see in the sample. The purpose of the record is to separate files to be archived from work files.

                                    Summarize. Despite the fact that state standards for record keeping are much more complicated and force us to structure the record keeping system more, let us still adhere to the principle: we do it the way it is convenient . Moreover, the standards do not have the form of law. And if we proceed from this principle, then the final advice on the development and creation of an average TSN (SNT) nomenclature can be expressed as follows:

                                    Tip 1: The desire to increase the number of cases according to their subject matter will inevitably lead to confusion and increased search time over time, as well as the possible loss of documents. It must always be remembered that only its creator can easily understand the office work system. And he, in turn, will not stay on the board for a long time, as a member of the board (or as an employee) due to the lack of decent financial incentives and the turnover of the composition of the boards due to the specifics of the organization and the periodic choice of governing bodies.

                                    Advice 2: Despite the rules on keeping records of minutes (meetings, the board, the audit commission, other collegiate management bodies) in separate journals and registering these documents similarly to the rules for keeping a journal of outgoing documents, it is advisable to limit ourselves to creating a file (folder) according to the index and name in the nomenclature . Registration of documents is carried out according to the serial numbers of the protocols, and the description of the protocol (on which decisions were made) is left behind the sheet with the description of the documents attached to the case. This description is called “Description of the Case”.

                                    Tip 3: In any SNT (TSN) according to the rules Article 65.2. “Rights and Obligations of Corporation Members” there are no documents to which members of the TSN (SNT) are denied access. Access to certain documents can be restricted only by the rules of the charter. Such restrictions should not be included in the bylaws. Their expediency is doubtful and does not contribute to the transparency of the actions of the governing bodies.

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