Procedure and Practice in Opening and Operating Accounts of Clubs and Associations

Accounts for Clubs, Societies, and Associations (e.g., sports clubs, trade unions, charitable societies) are opened in the name of the unincorporated body itself. These entities lack a separate legal personality distinct from their members, operating under a Memorandum and Rules/Bye-laws. The bank’s relationship is primarily with the managing committee or governing body authorized by these rules. Funds belong to the association as a whole, not to individual members. Key challenges include verifying the proper authority of office-bearers, ensuring transactions align with the entity’s objectives, and managing changes in committee composition. Banking with such entities requires careful adherence to their constitutional documents to avoid liability, especially since liability of members can be unlimited unless registered under laws like the Societies Registration Act, 1860.

Opening Accounts of Clubs and Associations:

Opening such accounts requires careful navigation of an unincorporated body’s structure. The bank must establish the entity’s legitimacy, identify the authorized signatories, and bind the organization through its governing committee, as there is no separate legal person to hold liability.

1. Verification of Constitution & Registration

The bank must obtain and scrutinize the Memorandum of Association, Rules, or Bye-laws to understand the entity’s objects, management structure, and financial powers. For registered societies/clubs, a certified copy of the Certificate of Registration (under Societies Registration Act, etc.) is essential. This confirms the entity’s legal existence and internal governance rules, which form the basis of all banking authority.

2. Resolution of Governing Body

A certified copy of the Managing/Executive Committee’s resolution is mandatory. It must authorize account opening, specify the account’s operating style (e.g., “The Finance Secretary, XYZ Club”), and name the authorized signatories (usually Chairperson, Treasurer, Secretary). The resolution should be duly signed by committee members, confirming their consent and adherence to the constitution.

3. Mandate & Specimen Signatures

A formal mandate form is completed, listing all authorized signatories with their specimen signatures and specifying operation rules (e.g., “any two of three signatories jointly”). This mandate binds the association. The bank verifies signatures against the resolution and minutes. It should also record the PAN of the association for tax purposes.

4. KYC of Association & Office-Bearers

KYC is performed on both the association (using registration proof, address) and the individual office-bearers (authorized signatories and key committee members). This includes identity and address verification. The bank establishes the purpose of the account to align with the entity’s stated, non-profit objectives, which is crucial for monitoring later.

5. Clear Title & Operation Style

The account must reflect its fiduciary nature. The title should clearly indicate it is an association’s account, e.g., “XYZ Sports Club – A/c of the Managing Committee.” This style prevents confusion with personal accounts of members and clarifies that the bank’s dealings are with the committee in a representative capacity.

6. Handling Changes in Committee

Associations have elective committees that change periodically. The bank must obtain a fresh resolution and updated mandate immediately after any annual election or change in office-bearers. Operating on an old mandate after a new committee is elected is risky, as the old signatories’ authority ceases. Proactive follow-up is required.

7. Indemnity & Understanding Liability

Given the unincorporated status, banks often require an indemnity from the managing committee, affirming they are authorized and will jointly indemnify the bank. The banker should understand that while the association’s funds are liable, in case of a debt, members’ liability can be pursued if the constitution permits or under certain acts, unless limited by registration.

8. Special Instructions & Restrictions

The bank notes any constitutional restrictions on withdrawals, investments, or borrowing powers. For instance, some rules may require a general body resolution for loans above a limit. These are recorded as special instructions to ensure transactions are intra vires. The bank may also restrict certain high-risk transactions unless explicitly authorized.

Operating Accounts of Clubs and Associations:

Operating these accounts requires strict adherence to the association’s constitution and the mandate given by its governing body. The bank’s role is to ensure transactions are authorized, align with the entity’s purpose, and reflect the current committee’s authority, mitigating risks from the entity’s unincorporated status.

1. Adherence to Mandate & Signatory Rules

Every transaction must comply with the operating mandate on record. If the mandate requires joint signatures (e.g., “any two of three”), a cheque signed by only one must be dishonoured. The bank must verify signatures against current specimen lists. Operating contrary to the mandate makes the bank liable for any resulting loss, as it breaches the contract with the association.

2. Monitoring for Intra Vires Transactions

The bank should ensure payments align with the association’s objects as per its MoA/Rules. While not required to scrutinize every transaction, the bank must be alert to obviously ultra vires payments—for example, a large withdrawal for a purpose clearly outside the club’s activities (e.g., a political donation from a sports club). Honouring such cheques could constitute negligence if the breach is evident.

3. Updating Authority Post-Elections/Changes

The bank must proactively update signatory authority immediately after receiving notification of a change in the managing committee. This requires a fresh resolution and updated specimen signatures from the new office-bearers. Continuing to operate on the old mandate after a new committee is elected invalidates the bank’s authority and exposes it to risk from unauthorized transactions by former members.

4. Handling Loans & Borrowing

If the association seeks credit (overdraft/loan), the bank must verify the borrowing powers in its constitution and obtain a specific resolution from the managing committee, often reinforced by a general body resolution if required by the rules. The bank should also secure a joint and several guarantee from committee members, as the unincorporated body’s liability may be limited.

5. Dealing with Disputes & Legal Notices

Upon receiving notice of an internal dispute (e.g., two rival committees claiming authority) or a legal order (attachment, injunction), the bank should immediately suspend operations and seek clarification or a court order. Operating under disputed authority can lead to the bank being drawn into the conflict and held liable for wrongful payment.

6. No Right of Set-Off Against Personal Accounts

The bank cannot set-off the credit balance of the association’s account against a personal debt owed by any office-bearer or member. The funds belong to the association as a whole. Doing so would be a misappropriation of society funds, making the bank liable to the association for conversion.

7. Periodic Review & KYC Renewal

The bank should conduct periodic reviews of the account activity and re-KYC at regular intervals. This includes verifying the continued existence of the association, updating committee lists, and confirming the PAN. It helps identify dormant accounts or irregularities, ensuring compliance with AML regulations and reducing operational risk.

8. Closure & Distribution upon Dissolution

Upon dissolution, the bank must receive a winding-up resolution from the general body and instructions for fund distribution as per the constitution. Balances should be paid as directed, often to a similar charitable entity or as per regulatory order. The bank must ensure all liabilities are settled and obtain an indemnity from the dissolving committee before closing the account.

Operational Risks in Club/Association Accounts:

Operating accounts for unincorporated bodies like clubs and associations presents unique risks stemming from their lack of separate legal identity, voluntary nature, and changing management. Banks must identify and mitigate these risks to avoid financial loss and legal liability.

1. Mandate & Authority Risk

The primary risk is operating on invalid or outdated authority. Committees change annually via elections; if the bank fails to obtain a fresh mandate and specimen signatures from the newly elected body, transactions conducted under the old committee’s authority are unauthorized. This can lead to disputes and claims against the bank for honoring instructions from persons no longer in power.

2. Internal Dispute & Faction Risk

Clubs are prone to internal splits, leading to rival factions claiming control. If the bank acts on instructions from one faction without verification, it may be held liable by the other for misappropriation. The risk intensifies when the bank receives conflicting instructions or legal notices. The safe response is to freeze the account until a court order clarifies the legitimate authority.

3. Ultra Vires Transaction Risk

There is a risk that office-bearers may use funds for purposes outside the association’s objects (e.g., personal gain). If the bank processes a transaction that is patently ultra vires (clearly against the constitution), it could be deemed negligent for facilitating a breach of trust. While not required to audit, the bank must question obviously suspicious payments.

4. Financial Mismanagement & Insolvency Risk

Associations often rely on subscriptions and may face cash flow issues. There is a risk of insolvency, especially if the committee undertakes unaffordable debts. Since members’ liability can be unlimited (unless registered with limited liability), recovery becomes complex. The bank faces credit risk if it has granted loans, as recovery may require pursuing individual members.

5. Fraud & Forgery Risk

The risk of fraudulent signatures or forged resolutions is significant, especially during committee transitions. A former treasurer might attempt to misappropriate funds using old cheques. Banks must rigorously verify signatures against current records. Additionally, authorized signatories could collude to siphon funds for personal use, putting the bank at risk if negligence in monitoring is proven.

6. Succession & Dormancy Risk

Associations can become dormant or dissolve informally without proper winding-up. This creates risks for the bank regarding unclaimed balances, escheatment procedures, and potential reactivation claims by unknown parties. Banks must have clear policies for identifying and handling dormant accounts of unincorporated bodies, which lack a perpetual legal existence.

7. Regulatory & Compliance Risk

Failure to conduct periodic KYC updates or monitor transactions for suspicious activity under PMLA poses regulatory risk. Associations may be used as conduits for money laundering due to their non-profit guise. The bank must treat the association as a legal entity for AML purposes, verifying the source of large donations or unusual credits.

8. Litigation & Attachment Risk

Due to disputes or unpaid debts, the association’s account is vulnerable to Garnishee Orders from courts. The bank risks contempt of court if it fails to attach the account promptly upon receipt of a valid order. Similarly, any litigation against the association can lead to freezing orders, disrupting operations and requiring immediate legal compliance.