👥 General Body (Homeowners) SOP

Guidelines for membership transfers, voting rights, motions, and code of conduct.

📜 Statutory Eligibility (Bylaws)

Must be the legal owner of a plot or villa within the Mayflower campus.
Membership is mandatory for all property owners.

⭐ Preferred Profile

Proactive in participating in community events and AGMs.
Willing to contribute professional expertise to community sub-committees.

✅ Do's

Pay the Annual Membership Fee (₹1,000) by 30th April each year.
Obtain a No-Objection Certificate (NOC) and clear all dues before selling your property.
Ensure your tenants follow the campus conduct rules and register them with the Association.
Submit any AGM motions/queries in writing at least 7 days before the meeting.
Raise all maintenance issues through the official Anacity portal and ensure personal villa renovations do not damage common roads or infrastructure.

❌ Don'ts

Do not run businesses that cause nuisance, danger, or alter the aesthetic look of the campus.
Do not enter restricted zones like the STP (Sewage Treatment Plant).
Do not utilize Association employees (sweepers, security) for personal work.
Do not verbally instruct MHOWA maintenance staff to perform free private villa work or dump construction debris on common areas.

❓ Role FAQ

Q: I own an empty plot. Do I still need to pay fees?

A: Yes. Membership and fee payments are mandatory for all owners within the campus walls, regardless of residency or if the plot is vacant.

Q: Can I send a proxy to vote for me?

A: Yes, you can appoint a family member or another Mayflower homeowner as a proxy via written letter to the President.

Workflow Scenarios & SOPs for General Body (Homeowners)

Scenario 1: Property Sale and Membership Transfer (NOC)

When a homeowner sells their property, they must formally transfer membership. The Association mandates an NOC (No Objection Certificate) before sale.

Workflow Checklist:

Seller must clear all pending Association dues (Annual fees + Maintenance).
Seller requests NOC from the Association (Secretary/Treasurer).
Association issues NOC.
Property is sold.
Membership is automatically transferred to the new owner (primary name on sale deed). The corpus fund remains with the property.

NOC & Transfer Flowchart

flowchart TD A[Owner decides to Sell] --> B[Settle all MHOWA Dues] B --> C[Request NOC from EC] C --> D[EC Issues No Objection Certificate] D --> E[Property Deed Transferred] E --> F[New Owner submits details to EC] F --> G[Secretary Updates Form VI Register] G --> H[Membership & Corpus automatically Transferred]

Scenario 2: Proposing a Motion at AGM

Any member can propose topics for community-wide debate at the Annual General Body Meeting.

Workflow Checklist:

Ensure you have no outstanding subscriptions/dues (otherwise voting/proposing rights are suspended).
Draft your motion in writing.
Submit the motion to the Secretary at least 7 days before the scheduled AGM date.
Present the motion verbally when called upon during the AGM for a General Body vote.

Motion Submittal Flow

flowchart LR A[AGM Notice Received] --> B[Check Dues Clearance] B --> C[Draft Written Motion] C --> D[Submit 7 days prior to AGM] D --> E[Added to AGM Agenda File] E --> F[Simple Majority Vote at Meeting]

Scenario 3: Calling an EGM by Requisition

Homeowners can force the Executive Committee to convene an Extra-Ordinary General Meeting (EGM) if sufficient support is gathered.

Workflow Checklist:

Identify a critical issue that cannot wait until the next AGM.
Gather signatures from at least 1/3rd of the total community members.
Submit the requisition formally to the Secretary/President.
The EC must call the EGM within 30 days of receiving the requisition.

Scenario 4: Raising Maintenance Tickets via Anacity

For any villa-related issues, residents must log requests formally through the Anacity platform to ensure they are tracked and addressed by the Admin Manager.

Workflow Checklist:

Log into the Anacity app or web portal.
Raise a detailed ticket (e.g., plumbing, electrical) against your villa.
Track the ticket status as it is reviewed and assigned by the Admin Manager.
Once the work is completed and an invoice is generated, pay the invoice securely via Anacity.

Ticket & Payment Flow

flowchart LR A[Resident Logs Issue] --> B[Raise Ticket in Anacity] B --> C[Manager Assigns & Supervises] C --> D[Work Completed] D --> E[Manager Raises Invoice] E --> F[Resident Pays via Anacity]