The Committee Starter Kit – Here is what you should know if you’re new to the Management Committee!

Committee members – they are the backbone of a society. From handling finances to brainstorming for the development of a Society, they offer their time and energy for the wellness of the Society.

They also enjoy certain powers; and as Uncle Ben said, “with great power comes great responsibility!”

In this article, we shall explore the roles, responsibilities, snags, and how an app like ApnaComplex can help eliminate these hurdles and enable a committee to discharge its responsibilities efficiently.

There are four primary roles in a Management Committee – President, Treasurer, Secretary, and Security In-charge.

President

A president is expected to have high leadership qualities and should have the ability to take important decisions. She/he should also have a fair knowledge of the law, rules, and regulations.

A president’s roles/responsibilities include,

•   Defending the society against any legal action.

•   Suing people/parties for legal purposes.

•   Framing of rules and regulations for the society

•   Resolving conflicts among residents and building a stronger community.

•   Overseeing all the expenses of the society and ensuring the money is used correctly.

•   Chairing all the meetings conducted by the committee.

The truth be told, for a President, executing the above actions is not always easy. Here we bring some of the issues faced by a President and how can ApnaComplex help them resolve them.

LimitationsApnaComplex Solution
Constantly checking if the Society is legally compliant.

Ensuring that the Society is following all the government guidelines to a T.  

Ensuring all the residents are following the rules and regulations of the Society.

Confronting improper conduct between the residents and resolving conflicts.

Maintain transparency in the decision-making and how the funds are used.
Communication – Community collaboration tools available on the app make your communication easy and smooth.

Notice board – Send important notices via multiple channels using the ApnaComplex Notice board.

Chat group – Create groups and bring the entire community together.

Accounting services – Our Billing & Accounting module is fully GST Compliant.

Expense tracking – Plan your Society’s budget and expenses using the app and keep your financial status transparent.  

Treasurer

A Treasurer or Accountant handles the entire finances of a Society. Their roles and responsibilities are:

•   Record all financial transactions and report all surplus & deficits.

•   Responsible for tax compliances and all other financial regulatory obligations

•   Responsible for promptly processing payments of all society expenses.

Like the President, a Treasurer also encounters his/her fair share of issues and ApnaComplex offers perfect accounting solutions which are discussed below.  

LimitationsApnaComplex Solution
Difficulties in reconciling the balance sheet.

Manually entering financial statements that are time-consuming.

Planning the Society budget and providing transparency to it.


Constantly following up with the residents to collect maintenance and other charges.

Ensuring that the transactions are compliant with the GST.

Filing of Quarterly E-TDS returns and generating Form-16A. 
Automated Billing – The app offers 100% Automated Society Billing & Collections with Zero Convenience Charge

Auto reconciliation – The ApnaComplex app auto reconciles the financial statements.

Auto-reminders – The app sends auto-reminders to defaulting residents.

100+ financial reports – ApnaComplex offers complete Accounting Software with GST support and real-time financial statements. Additionally, 100+ financial and 30+ audit-ready reports can be accessed.

Accounting – Daily accounting and bookkeeping services are also coordinated with statutory auditors.  

Secretary

A Secretary also plays another vital role in a Society. She/he is responsible for:

•   The executive administration.

•   Records and registers including cash book, audit register, etc.

•   Conducting Committee Election thoroughly in the manner prescribed.

•   The recruitment, functioning, and compensation of the service staff.

•   Inspection of the property and flat.

However, it is not always possible for a Secretary to be everywhere at once. Below, common issues faced by a Secretary, and how ApnaComplex can help them are given.

LimitationsApnaComplex Solution
Monitor the daily operations of the Society.
Resolving residents’ complaints instantly and keeping track of every single complaint especially in large Societies.

Inspect property of the Society and flats often.

Manually communicate important notices to the residents quickly.

Manage all the official documents manually which can be a daunting task.
Centralised complaint tracking – using ApnaComplex, complaints, suggestions, and requests can be tracked effortlessly and the app offers a three-step escalation matrix.

Budgeting –  A Secretary can plan Society’s budget through expense tracking and provide transparency in Society expenses.

Watching the Guards – With ApnaComplex Guard Patrol Tracking, Secretary can keep accurate track of all patrols inside the Society.

Polls & Survey – Get authentic feedback from residents from the online survey and polls service. 

Security In-charge

In a Society, a Security In-charge is expected to,

•   Arrange and oversee the security and the associated duties.

•   End-to-end management of all daily staff.

•   Security Infrastructure in Apartment Complexes.

•   Visitor Management in Apartment Complexes.

•   Management of courier/delivery.

Alas, Security In-charge does face certain limitations. Both these limitations and how ApnaComplex can solve them are listed below.

LimitationsApnaComplex Solution
Unknown visitors ending society can pose a security risk.

Tracking the patrolling of the security personnel is not always possible.

Tracking of visitors becomes difficult.

Recording, maintaining, and verifying the information provided by the visitors can be cross-verified.

It is difficult to keep track of the unauthorised entry of vehicles. 
Gatekeeper – ApnaComplex Gatekeeper app is a one-stop security solution for apartment complexes.

Sleep peacefully – With guard Patrol Tracking keep accurate track of all patrols inside your society.

Eliminate unknown visitors – Residents can update “Expected Visitor” details on the ApnaComplex app which eliminates unknown or unauthorised visitor entry.

Track material movement – Track items being carried out of the gate by vendors, service staff, and visitors. 

Apart from these four roles, there is an IT head or in charge, who is appointed to handle the app. Likewise, there will be additional members to the Management Committee like the Vice President, Assistant Secretary, etc who will be extending support to the primary Committee Members.

These Committee Members work together seamlessly to offer support, assistance, and safety for the residents, and ApnaComplex aims to simplify and streamline operations using smart and intuitive technology.

To know more about our modules and features, please visit our website