📝 Secretary & Deputy Secretary 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 legal, HR, operations, or corporate governance.
✅ Do's
  • Maintain the Register of Members, Minute Books, and statutory records.
  • Issue clear meeting notices: 7 days for EC meetings, 21 days for AGM.
  • Circulate EC meeting minutes to all members within 5 days of the meeting.
  • Co-sign high-value cheques if the President is unavailable.
  • Maintain Service Level Agreements (SLAs) and contracts for infrastructure vendors (garden, security, STP).
❌ Don'ts
  • Do not deny members access to inspect the Association's records during working hours.
  • Do not fail to register bylaw amendments or annual reports with the Registrar's office.
  • Do not hold unrecorded, informal meetings to make official EC decisions.
  • Do not engage new maintenance vendors without proper documentation, quotation comparison, and EC approval.
  • Do not sign or approve any project invoices without physically verifying the completion of the work or receiving a formal inspection report.
  • Do not withhold financial or project-related documents from the Treasurer, Auditor, or General Body; absolute transparency is legally mandated.
❓ Role FAQ
Q: Can the Secretary call an Extraordinary General Meeting (EGM)?
A: Yes, the Secretary (or President) can call an EGM with 15 days notice. They must also convene one within 30 days if requested in writing by 1/3rd of the members.
Workflow Scenarios & SOPs for Secretary & Deputy Secretary
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]
Vice President Role & Delegation
The Vice President serves as the primary deputy.

Workflow Checklist: