SHIV CONSULTANCY
Managing Committee is the heart of the society. Many times we have seen that committee members are not attending the meetings or Office bearers are not interesting to conduct the meeting. If Managing Committee is supportive and following the rules as per Bye Laws then that society’s internal environment will be peaceful and active. But if Managing Committee is breaking the rules and not communicating regularly, it’s sign of arrival of cyclone.
Know the Rules
Circular of the meeting should be circulate within the members 3 days before so members can be plan their activities and attend the meeting. Committee members should sign the circular
Schedule should be including place, timing of the meeting along with the agenda, so they can prepare themselves for the same.
Committee should conduct the meeting at least once in month.
Proper quorum should be available for the meeting.
In case emergency, the committee may place a resolution and get the same passed by the Committee members. However the same be placed before the next immediate meeting.
The Secretary of the society shall attend every meeting of the Committee and record the minutes and place same for confirmation before the next meeting of the Committee.
Why MC not interested to conduct the meetings
Society is a non profitable business organization. Members are collecting the funds to carry out the regular works, building repairs, electrical repairs etc…. Committee members are playing vital role as leader of the society. They are doing work in the society as charity basis. Hence sometimes they doesn’t meet or not conducting the proper meetings. In some societies committee members maybe not available regularly due to their official work hence they could not attend the regular meetings. Sometimes timings get mismatched with other members hence meetings not conducted or postponing regularly hence other members losing their interest. Due to this problems can be start to arrive in the society and at later stage it can be take a place of cyclone.
Communication is the key of solution
Some people get afraid for communication. They don’t want to speak or don’t want to express their views openly. In the Housing Society without communication nothing can be run. Housing Society is social place and peoples are leaving together hence communication is essential to understand each other and carry out the work smoothly. Internal communication is very important to express each one’s views. During the communication usually we are getting solutions to overcome the problems. Communication is very much important in all scales. Without communication you cannot understand the situations, you cannot understand what is going around, what other members are thinking and so many things can be know in the meeting.
What can be discussed in the Managing Committee Meeting?
- Expenses carried out in the previous month
- Outstanding from the members
- Status of the compliance %
- Action against default member if any
- Salaries of the staff and utilities payments
- Complaints from the members and solution for the same
- Minor structural and electrical repairs
- Nomination of the members
- Follow up for discussed points in the AGM with % of the compliance status
- Internal leakages or water problems etc….
Try out new ways to attend the meetings.
- Put a schedule for the meeting. At least one Sunday in the month can be spent for this meeting. Some societies are conducting the meetings in the night so all members can attend the same.
- Managing Committee can be proactive to know the availability of the members and conduct the meeting as per availability of the majority members.
- To connect with non available members you can use digital platforms to know their views or get their approvals.
- In the meeting bullet points should be discussed so it can be finish faster and save the time of all members.
- If you are going to discuss any quotation related matters then comparison can be prepare so it will be easy to compare and get the quick decision.
- Note down the points and solutions given by members during the discussion it will make easy to prepare the minutes.
