Section 32 in Tamil Nadu Farmers' Management of Irrigation Systems Rules, 2002
32. Records to be maintained.
(1)Each Farmers' Organisation shall maintain the following records other than the records specifically mentioned in the Act and the rules and up-to-date copy of the Act/Rules/Directions and orders of the Commissioner/Government.(2)The following maps and registers shall be maintained by each Water Users Association, namely: -(i)map showing the boundaries and jurisdiction of the Association, water conveyance system, within the boundaries of the association;(ii)map showing the localised / notified ayacut with survey numbers;(iii)map showing the area under irrigation not falling within the notified ayacut; and(iv)ayacut register as per localization in Form-XIV.(3)The following registers shall be maintained by each Farmers' Organisation, namely: -(A)Property Register and Records. - These records shall contain the details of properties, assets and liabilities vested in a Farmers' Organisation like lands, buildings, canals, etc. and includes -(i)Investor Register (Component Register): An inventory register in Form-XV shall contain particulars of hydraulic particulars of structures including details of canals and with their hydraulic particulars;(ii)Register of Land, Buildings (Form-XVI);(iii)Miscellaneous Property Register: (Form-XVII) Other minor properties such as trees, grass etc; and(iv)Register of Machineries (Form-XVIII) shall furnish the list of machines working and condemned.(B)Membership Register and Records. - Registers relating to membership are specified under rule 4.Every Farmers' Organisation shall maintain the landholders register and voters registers as in Form-V and Form-V-A, respectively.(C)Rainfall and Water Flows Register and Records. - Every Farmers' Organisation shall be supplied with water, based on the operational plan prepared. These flows need to be monitored daily at a specified locations as decided by Farmers' Organisation. The rainfall details may be obtained from the near by recording stations periodically and documented.(ii)Reservoir Gauge Register (Form-XIX). - A gauge register shall contain the particulars of water levels in the reservoir tanks within the jurisdiction of a Farmers' Organisation. The water levels must be monitored daily to assess the quantum of water available; and(iii)Canal Gauge Register (Form-XX). - A canal gauge register shall contain the particulars of discharges in the branch canal/Distributory or water courses, as the case may be. The flows much be monitored daily to assess the quantum of water supplied.(D)Area and Crops Register and Records. - (i) Ayacut Register village-wise/Water Users Association-wise, Distributory Committee-wise showing extent (Form-XXI). Crop register shall show the village-wise crop extent; and(ii)Farmer-wise Demand Register (Form-XXI). - The Farmers' Organisation shall assess quantum of area being irrigated to raise demands on water charges.(E)Works Register and Records. - Every Farmers' Organisation shall take up O & M as per the procedure prescribed.(i)Register of Administrative Sanctions (Form-XIII-A). - The register shall contain a list of all administrative sanctions, date-wise issued by a Farmers' Organisation.(ii)Register of technical clearance (Form-XIII-A). - The register shall furnish a list of all technical clearances given by the Competent Authority to take up works.(F)Cash Register and Records. -(i)Cash Book (Form-XXII). - The cash book shall contain all the daily receipts and expenditure in a Farmers' Organisation. It must be written each day.(ii)Receipt Book (Form-XXIII). - Anything received' by a Farmers' Organisation shall be given a receipt in token of acknowledgement. The receipt book shall be numbered serially and attested by Chairman/President.(iii)Bill Register (Form-XXIV).(iv)Cheque Memo Register (Form-XXV), and(v)Special Fee Register (Form-XXVI).(G)Minutes Register and Records. - Every proceeding of a General Body meeting, Managing Committee meeting, a Sub-Committee meeting shall be recorded separately in a minutes book.(i)General Body: The Chairman or President of a Farmers' Organisation shall minute every proceeding of a general body.(ii)Managing Committee: The Chairman or President of a Farmers' Organisation shall record the minutes of every meeting of the Managing Committee.(iii)Sub-Committee: For each Sub-Committee, separate register shall be maintained.The Convener of every Sub-committee shall record the minutes of every meeting of the Sub-Committee constituted for the purpose.
