👔 President & Vice President SOP

Operational guidelines and workflows for the Association's executive leadership.

📜 Statutory Eligibility (Bylaws)
  • Must be a registered property owner (General Body Member) of MHOWA.
  • Must not have any pending maintenance dues or arrears.
⭐ Preferred Profile
  • Retired or semi-retired, with time to dedicate at least 3 to 10 hours per week.
  • Physically available within the community and easily reachable.
  • Has career expertise in leadership, management, or administration.
✅ Do's
  • Act as the neutral Chairperson for all Executive Committee and General Body meetings.
  • Authorize petty cash expenses up to ₹5,000 independently.
  • Co-sign cheques/vouchers above ₹5,000 along with the Treasurer.
  • Maintain a neutral stance and ensure all bylaw procedures are followed strictly.
  • Oversee major infrastructure projects (e.g., STP, roads, Palar water connection) and ensure they align with community budgets.
❌ Don'ts
  • Do not authorize usage of the Corpus Fund without both EC and General Body approval.
  • Do not intervene or officially mediate purely personal civil or police disputes between residents.
  • Do not make broad policy changes once election notifications are issued.
  • Do not unilaterally approve large-scale infrastructure overhauls without EC consensus and competitive vendor bidding.
  • Do not award project contracts or maintenance work to family members, personal acquaintances, or businesses in which you hold a financial interest (Strict Conflict of Interest policy).
  • Do not bypass the mandatory 3-quote minimum requirement for any project exceeding ₹25,000.
❓ Role FAQ
Q: What happens if the President is absent for a meeting?
A: The Vice-President steps in to chair the meeting. If both are absent, the EC members present can elect a temporary Chairperson for that meeting.
Q: Can the President unilaterally remove a committee member?
A: No. EC members can only be removed after missing 3 consecutive meetings without notice or by formal cause, which requires a show-cause notice and committee vote.
Workflow Scenarios & SOPs for President & Vice President
Scenario 1: Authorizing Expenditure
The President has overall financial authority but must adhere to strict thresholds. Small amounts can be approved independently, while larger amounts require Joint Signatures and EC resolutions.

Workflow Checklist:
Financial Approval Flowchart
flowchart TD A[Financial Request Generated] --> B{Is Amount ≤ Rs. 5,000?} B -->|Yes| C[President/Treasurer Authorizes Individually] C --> D[Disbursed from Petty Cash / Bank] B -->|No| E[Pass EC Resolution & Get Support Docs] E --> F[Joint Signature Required] F --> G[Treasurer + President OR Secretary sign cheque] D --> H[Record in Monthly Statement] G --> H
Scenario 2: Calling an Emergency EC Meeting
When a situation requires immediate Executive Committee attention, the President exercises emergency powers to convene a meeting faster than the standard 7-day notice period.

Workflow Checklist:
Emergency Meeting Flowchart
flowchart TD A[Emergency Declared by President] --> B[Instruct Secretary to Issue 2-Day Notice] B --> C[Special EC Meeting Convenes] C --> D{Are 7 EC Members Present?} D -->|Yes| E[Proceed with Meeting & Agenda] D -->|No| F[Adjourn for 30 Minutes] F --> G[Proceed without Quorum requirement] E --> H[Draft & Sign Resolution] G --> H
Scenario 3: Resolving a Tie Vote in the EC
During standard Executive Committee meetings, decisions are made by a simple majority. If the vote results in a tie, the President acts as the deciding factor.

Workflow Checklist:
Tie-Breaker Flowchart
flowchart LR A[Issue Voted in EC] --> B{Is there a Tie?} B -->|No| C[Motion Passes or Fails per Majority] B -->|Yes| D[President Evaluates Issue] D --> E[President Casts Deciding Vote] E --> F[Resolution Recorded & Signed]
Scenario 4: Inter-Member Disputes & Police Complaints
The President may be approached regarding personal disputes between residents or events involving police complaints. The EC must maintain a neutral stance on personal matters not directly involving association bylaws.

Workflow Checklist:
Dispute Resolution Flowchart
flowchart LR A[Complaint Received] --> B{Involves Bylaws/Common Property?} B -->|Yes| C[EC Investigates & Takes Action] B -->|No - Personal Dispute| D[Decline Official Mediation] D --> E[Advise Private Resolution & Minute Decision]
Scenario 5: Infrastructure & Water Management
The President oversees the overall infrastructure of the community, especially regarding essential services like water supply.

Workflow Checklist:
Scenario 6: STP Ownership & Maintenance
The Sewage Treatment Plant (STP) must be maintained properly to comply with PCB (Pollution Control Board) regulations and ensure community hygiene.

Workflow Checklist:
Vice President Role & Delegation
The Vice President serves as the primary deputy.

Workflow Checklist:
Scenario 8: Association Registration & Bylaws Compliance
The President leads efforts to ensure the Association's legal registration accurately reflects its mandate as a Homeowners Welfare Association, rectifying any past errors with the Registrar of Societies.

Workflow Checklist: