Tuesday, 6 March 2012

Duties & Responsibilities & Function of the Secretary.

Secretary  is Functional Officer of the Society. Secretary is Planner, Organizer,Executing and Controlling activities of the Society. Function of Secretary are as follows:-

  1. To ensure to hold every month meeting  of MC.
  2. To prepare Agenda for MC meeting.
  3. To issue notice with Agenda for MC meeting to member of MC.
  4. To  read and confirm the meeting of last MC meeting.
  5. To prepare Agenda for AGM/SGM meeting.
  6. To issue notice with Agenda for AGM/SGM meeting to all member of the society.
  7. To read and confirm the meeting of the last AGM/SGM meeting.
  8. To record Minutes of meeting of MC,AGM,SGM meeting.
  9. To issue Share Certificate to member of Society.
  10. To Transfer Share Certificate within stipulated time.
  11. Deals with resignation , transfer of member of Society.
  12. To make entry of nomination on the Nominee Register and sign the Nomination Form.
  13. To supervise & to do inspection of flats of the Society.
  14. To issue notice to member for internal leakage and other repairs.
  15. To deal with out going of members by transferring flats after scrutinized the paper as per Bye-Laws.
  16. To deal with application of resignation of Membership.
  17. To prepare and raise Demand Notice [Bill] of Society Charges for Member and issue to all member on time.
  18. To bring notice of default payment before MC meeting.
  19. To take action against default Payment member by giving them Legal Notice U/S 101 for payment.
  20. To maintain following records for the Societies for better management   a] Account Records.  b] Members Records.  c] Statutory Records.
  21. To place complaints application with facts before the Committee.
  22. To put record for Auditing and get it finalize in the required manner.
  23. To bring breaches of Bye-Laws by the member before the Committee.
  24.  To prepare Audit Rectification Report on Audit Remarks.
  25. To produce record before Govt. Authorities with consent of Chairman.
  26. To give NOC for flat sale agreement OR NOC for loan on flats.
  27. To record mortgage of flat on Mortgage Register/ Loan Register.
  28. To take action against member who breaches Bye-Laws of Society as per decision of MC meeting.
  29. Maintains all other correspondence files, document etc.
  30. To issue letter of allotment of Flats OR cancellation thereof.
  31. Any other duties prescribed by Co-op. Law from time to time.
  32. If Secretary give resignation or remove from his/her post by passing a no confidence resolution by SGM/AGM then MC can make other person as Secretary among them and co-opt other member as MC member.No re election is required. 












12 comments:

  1. I am the member of Zarina Co-Op Housing Society, S.V.Road Bandra( W ) Mumbai 400050. There has been robbery at my place last month in the presences of watchman.The shopkeeper have encroached the illegal structures up-to 22 feet and from this illegal structures have become the easy passage for the robbers. I had given a written application to the society managing committee about the illegal structure but no action has been take. what should i do?

    ReplyDelete
    Replies
    1. You have to file complaint in MCGM regarding this illegal structure & also attached letter given to managing Committee so that MCGM will take action against that shopkeeper and MC Member.
      You can file case in consumer court against MC & Security service provider regarding deficiencies in service.

      Delete
  2. If the secretary and chairman of our housing society refuse to give a "received "remark what can be done against them?

    ReplyDelete
  3. You can send documents through Register AD Post. You can inform your Area Dy./Asst. Registrar C.S. regarding this

    ReplyDelete
  4. The Chairman of our housing society wants to resign due to personal reasons. In this case can he appoint someone from the commitee as the Chairman so that the commitee continues smooth functioning without having to do re-elections. Does he have the powers in the byelaws to do so? Kindly suggest. Thanks.

    ReplyDelete
  5. If he resign only from chairman post not from committee member then Managing committee can appoint any one person from committee as chairman. But he resign from both as chairman and committee member then re-election is only one solutions.

    ReplyDelete
  6. I am the secretary of a housing society which comprises of 12 Wings. One representative from each wing is chosen and is a managing committe member. One such MC member representing a Wing is not getting well alongwith other members of the wings and recently created a furore by locking the terrace herself and giving bad words to wings members when approached for keys to terrace. After the incident MC member went to the police station and filed a doctored police complaint indicting 3 wings members who had opposed her. Now all wing members are united and want the removal of MC member. What is the most appropriate method to remove a MC member. Please advise

    ReplyDelete
    Replies
    1. Firstly MC Member can not be 12. It should be 11 only. You can remove the MC member by passing no confidence motion against him/her. 2/3 member out of total member has to sign the letter and submit the letter to Secretary of the society and ask him/her to call SAGM for this point and pass the resolution for this and give the copy to Dy. registrar of C.S. for approval.

      Delete
  7. our society secretary is not a member his mother is member and he dont know english or any proper law or society corespondence in this case he is not ready to give resign say his mother gave a power of attorney please suggest in that what should we do

    ReplyDelete
    Replies
    1. Power of attorney will not work. Inform Dy. Registrar of C. S. Of your area to remove this secretary and take action against auditor who done audit of your society and not point this matter in audit memo.

      Delete
  8. If the member is on third name in his flat registration , then he can be a secreatary ?

    ReplyDelete
  9. I had purchase flat from investor during builder was there & obtain noc.& also.no transfer fees letter from him. Builder failed to form society & two years latter society formed & now society has issued share certificate on my orignal owner. During society formation my agreement was submitted . Now today 2nd agm held society is asking for transfer fees. So i want to confirm whether its valid or not.

    ReplyDelete