Frequently Asked Questions

Any person who owns a villa, house, apartment, or empty plot within the Mayflower campus boundary walls, and who has completed 18 years of age, is eligible. Membership is compulsory for all home owners — it is not optional.

Yes. Membership is compulsory for all home owners regardless of whether they reside in the campus. Even owners of vacant/empty plots must become members and pay all applicable fees.

You get only one membership and one vote, regardless of how many villas, apartments, or plots you own in the campus. Only one Annual Membership Fee is collected from you.

The person whose name appears first in the sale deed normally exercises voting rights and attends meetings. If that person is unavailable, the second name holder may act, and so on. They can also appoint a proxy.

Membership is automatically transferred to the new owner (purchaser) upon sale.

Membership ceases automatically if:

• Subscription is in arrears for more than 12 months
• You are convicted by a Court of Law
• You are declared insolvent

Yes, you can appoint a proxy. The proxy must be your spouse, parent, child (18+), sibling, or another home owner of Mayflower. You can also appoint someone holding a legally valid General Power of Attorney. The proxy appointment must be written and addressed to the President.

Yes. The Register of Members, Minute Books, Books of Accounts, Receipt Books, and Voucher Files must be kept at the registered office and are available for inspection by any member during business hours (10 AM – 5 PM, all working days) — free of cost.

You are required to pay:

• Annual Membership Fee – ₹1,000/- per year
• Maintenance Charges – fixed annually at the General Body Meeting (payable monthly or annually)
• STP (Sewage Treatment Plant) Charges
• Corpus Fund Contribution – for major maintenance expenses
• Any other charges decided by the General Body

The fee is due on 30th April of each financial year. A grace period applies until 30th June. After that, 10% interest is charged from 30th April until the date of payment.

The Corpus Fund is a reserve fund raised to meet major maintenance expenses such as repair of roads, plumbing, water supply, electricity systems, STP, street lights, generator, and inverter. It is held in a Nationalised/Scheduled Bank account in the Association's name. Both General Body AND Executive Committee approval are required to utilise it.

Owners who do not pay maintenance charges and corpus fund contributions on time will be charged a penalty as decided by the General Body. Additionally, if you have arrears of 3 months or more, you lose your right to vote or appoint a proxy at meetings.

Yes. Because Mayflower Heights has special facilities (lifts, lift generators, internal corridors), maintenance charges for apartment owners are different from villa charges. Apartment owners also collectively bear the cost of these exclusive facilities. A separate Corpus Fund account is maintained for Mayflower Heights, and its interest is used only for Heights maintenance.

No. No part of the Association's funds shall be divided as bonus, dividend, or otherwise among members. All income must be used solely for the objectives of the Association.

The Treasurer may maintain a petty cash (imprest) amount of up to ₹5,000/- for day-to-day transactions. Any amount beyond this must be deposited in the Association's bank account.

Physical/printed copies of the bylaws, receipt & expenditure statements, and balance sheet are available at ₹100/- per copy upon request. Soft (digital) copies are provided free of charge to any member upon request.

The Executive Committee (EC) manages all day-to-day affairs. It consists of 12 members: 6 Office Bearers + 6 Area EC Members. The General Body is the supreme authority and meets annually (or in special meetings) to take major decisions.

• Honorary President
• Honorary Vice-President
• Honorary Secretary
• Honorary Deputy Secretary
• Honorary Treasurer
• Honorary Co-Treasurer

Each of the 6 geographic zones has one elected Area EC Member:

• Phase I + Phase IA (50 units)
• Phase II + Crystal (43 units)
• Phase IIA + Emerald + Mayflower Heights (43 units)
• Solitaire + Front Land + Row Houses (44 units)
• Ruby + Ruby Extension (45 units)
• Aqua 1 + Aqua 2 + Aqua 3 (33 units)

The term for both Office Bearers and Area EC Members is 2 years. They can be re-elected for one additional term of 2 years only (maximum 4 years continuous tenure).

No. Any interim vacancy in the Executive Committee can only be filled by the General Body. Co-option or nomination by the EC is not permitted.

Yes. An EC member may be removed if they:

• Breach the provisions of the bye-laws
• Act in a manner detrimental to the Association's objects
• Miss 3 consecutive EC meetings without leave of absence

Yes. The EC can form sub-committees for specific functions as it deems fit. The President and Secretary are ex-officio members of all such sub-committees. The EC can delegate powers to sub-committees on particular issues.

The Admin Manager is a full-time salaried employee handling daily operations, maintenance tracking, and field support. Their salary is funded 50% from an additional fee added to each maintenance ticket and 50% from regular monthly maintenance fees. This dedicated role ensures faster issue resolution and an improved quality of living for the community.

The EC must meet at least once in every 3 months. Ideally, they should meet at least once a month. Regular meetings require 7 clear days' notice; emergency meetings require 2 days' notice.

The quorum for an EC meeting is 7 members (out of 12). If 7 members are not present at the appointed hour, the meeting is adjourned for 30 minutes, after which the meeting proceeds with whoever is present — no quorum required for the adjourned meeting.

The AGM must be held within 6 months of the financial year close (financial year: 1 April – 31 March), meaning by 30th September each year. It must be convened with 21 days' notice to all members.

The quorum is 2/3rd of total members. If not achieved at the appointed time, the meeting is adjourned for 1 hour, after which the members present form the quorum and the meeting proceeds.

The AGM covers:

• Annual Report of the Association's working
• Approval of previous year's Annual Accounts
• Budget for the current year
• Appointment of Auditor(s) for the ensuing year
• Any member motions submitted in writing at least 7 days before the meeting
• Election of EC members (if due)

An EGM is a special General Body meeting called outside the regular AGM schedule. It can be called by:

• The President or Secretary with 15 days' notice
• By written requisition of at least 1/3 of members

If called by requisition, the President/Secretary must convene it within 30 days. If they fail to, the requisitioners can convene it themselves.

Most decisions are made by a simple majority of votes. In case of a tie, the Chairperson has a casting vote. For major decisions (like amending bylaws), a Special Resolution requiring 75% majority is needed.

EC meeting minutes must be ratified within 5 days of the meeting and then conveyed to all members by email and through the Notice Board.

Any active (live) member of the Association who is ordinarily resident in Mayflower campus can contest. For Area EC Member posts, you must be resident in that specific area. Each member can contest for only one post.

Elections are conducted by secret ballot voting in person. The EC appoints Election Officer(s) (who manage notifications and results) and Returning Officer(s) (who manage polling and counting). These officers are not eligible to contest in the election they manage.

• Before 15th May: EC appoints Election and Returning Officers
• Before 1st June: Election notification issued
• Before 15th June: If no notification, 1/3 members call EGM for appointment
• Before 30th September: Election must be completed

Area EC Members are elected only by members who are resident within that specific area of Mayflower. Each area can have at most one Area EC Member.

Yes. Once election notification is issued, the existing office bearers continue day-to-day functioning to ensure uninterrupted services. However, they cannot make any policy changes during this period.

No. A member can contest for only one post — either one of the 6 Office Bearer positions or one Area EC Member position.

No. Any vacancy must be filled only by the General Body. Co-option or nomination by the EC is explicitly prohibited under the Bye-Laws.

You must NOT carry on any trade or business that is offensive in nature, causes nuisance or danger, or depreciates the value of other properties. The Executive Committee is the final authority in deciding whether a business activity is permissible.

Only dogs, cats, fish, or pet birds are permitted. No cows, buffalos, or poultry allowed. Pets must be kept within the owner's premises. Dogs must be kept on a leash when taken outside. Pet owners must follow all panchayat/municipal laws (e.g., immunisation) and are responsible for cleaning up after their pets.

No. You must not install or exhibit signboards, advertisements, or extraneous materials in any manner that affects the aesthetic look of the campus as conceived by the Architect and Promoters.

If you rent out your home:

• Include relevant bylaw clauses in the tenancy agreement
• Inform the Association of the tenant's identity and contact details
• You remain responsible for all dues and fees
• You are held responsible for your tenant's behaviour

Strictly No. The STP (Sewage Treatment Plant) area is restricted. Only authorized personnel are allowed entry. MHOWA is not responsible for any injury or harm caused by unauthorized entry into the STP premises.

Any member who causes loss or damage to Association property (other than in the discharge of their duties) is liable to make good the full loss or damage caused.

No. Members must not utilise the services of Association employees (staff) for personal work. This is a clear obligation under the Bye-Laws.

• Up to ₹5,000/- — President or Treasurer (petty cash) independently
• Above ₹5,000/- — Only by cheque/voucher jointly signed by Treasurer + President OR Secretary
• Corpus Fund utilisation — Requires both General Body AND EC approval

The financial year runs from 1st April to 31st March each year.

The auditor depends on the income/expenditure level:

• Up to ₹2,500/- — Two General Body members who have passed 10th standard
• ₹2,500 to ₹10,000/- — Two graduate General Body members (non-EC)
• Above ₹10,000/- — A Chartered Accountant (mandatory)

The auditor is appointed at the AGM. Audited accounts must be presented to the General Body for approval.

Surplus funds may be invested in:

• Immovable properties
• Government Securities or National Savings Certificates
• Post Office Savings Bank accounts
• Nationalised/Scheduled Banks
• Any other mode as prescribed by regulations

The Association must maintain:

• Cash Book — daily receipts and expenditure
• Receipt Book — duplicate forms for all money received
• Voucher File — all vouchers serially numbered and filed chronologically
• Ledger — consolidated accounts of all receipts and expenditure (member-wise and item-wise)
• Monthly Register — receipts and disbursements

All books must be kept at the registered office only.

A Special Resolution requires at least 21 days' advance notice and a minimum 3/4th (75%) majority of members present and entitled to vote. It is required for:

• Amending the Bye-Laws
• Changing the name of the Association
• Amalgamating with another society
• Splitting the Association
• Dissolving the Association
• Major changes to administrative objectives

Based on the Bye-Laws, chronic defaulters will face late penalties and interest. If arrears exceed 3 months, the member loses all voting and proxy rights. If arrears exceed 12 months, their membership is automatically terminated. The EC may impose further fines or initiate legal recovery, but stopping essential utility services (like water/electricity) is generally avoided to prevent legal liabilities.

No. The President and EC must maintain a neutral stance. If a complaint is purely a personal dispute or involves civil/police complaints between individuals (and not directly related to Association bylaws or common property), the EC will decline to officiate or mediate. Members are advised to resolve these issues privately or through official legal channels.

The group is maintained as "Admin-only posting" to avoid spam and keep the focus on official announcements. Members seeking discussion should request an informal town hall or use official email correspondence.

Routine housekeeping and painting for the Heights block are managed directly using Heights-specific maintenance collections and Corpus Funds. The general association pool (villa owner funds) will not subsidize exclusive apartment projects.