Code of Conduct for Management Committee Members of a Housing Society

Management CommitteeManagement Committee (MC) of a housing society/apartment complex is essentially the backbone of an apartment complex. The activities performed by the managing committee members determines the residents’ quality of life up to a great extent. The committee members shoulder a great responsibility to offer a superior experience to residents staying in an apartment. For smooth operations of an apartment and to fulfill one’s responsibility as a management committee member, a certain code of conduct needs to be followed.

Most people take up the job of a management committee member more as a voluntary service for their apartment. Moreover, there is no formal induction done for easing the first-time committee members into the job. The code of conduct given below will help all existing and newly formed management committee set a standard and a certain level of expectations among all committee members.

General Code of Conduct:

As a management committee member of a housing society, these are the general code of conduct that needs to be followed:

Act with Integrity and Honesty  

  • Transparency and openness in apartment dealings is essential
  • Never misuse your MC position and power. Use it responsibly
  • Earn and sustain housing society’s trust

Execute with Thoroughness & Due Care in Financial Operations

  • Ensure availability of relevant information
  • Make adequate enquiries
  • Understand strategic, financial & other decisions implications

Put Society’s Best Interest Forward

  • Be accountable for actions taken by you
  • Take responsibility for your decisions
  • Activities that bring disrepute to the society should be avoided

Act Impartially, Fairly and in Good Faith 

  • Self-interest, impulse, discrimination and bias should be avoided
  • Act in a polite manner and be respectful towards others

Appropriate Information Usage 

  • Information collected as a committee member is expected to be used in a proper manner. The right discretion should be used while disclosing or keeping a particular piece of information confidential.
  • Comply with privacy obligations in dealing with any kind of personal information you gain as a management committee member.

 Use your Managing Committee Member Position Appropriately 

  • Never take undue advantage of your managing committee member position for yourself, friends or family.
  • Never use your position for causing damage to Society.
  • Decline favors or gifts that may influence your independent judgement as a managing committee member.

Compliance with Society Byelaws

  • Go through Society byelaws carefully and adhere to the society rules.
  • Understand the jurisdiction of the power given to you and act accordingly.

Code of Conduct for Management Committee Meetings:

The single measurement unit of how effective a management committee is the number of meetings a committee conducts in a year to discuss the welfare of an apartment and residents. The ideal number of meetings that an apartment committee should conduct is expected to at least be somewhere in between 50-54 meetings in a year.

However, very few apartment management committees meet in a regularly and orderly fashion. Most of the apartment meetings get cancelled frequently. If they do happen, they never start or end on time.  Some of the ground rules given below should help and most of these would work and be helpful for management committee of any apartment size: 

  • Try to attend every meeting.
  • Give advance notice to President/Chairman in case you are unable to attend meeting.
  • Come prepared for the meeting – read agenda, emails or any important documents.
  • Switch off your mobile phone during the meeting.
  • Respect difference of opinion during the meeting and always respect others decisions.
  • Speak politely and do not indulge in heated arguments.
  • Engage in constructive and healthy discussions.
  • Accept any decisions that win majority votes even if you personally disagree with the same.
  • Speak only when it’s your turn and listen carefully when others speak.
  • Treat other management committee members with respect and ensure no behavior should be interpreted as bullying, harassment or discrimination.
  • Make positive contributions to discussions.
  • Avoid long speeches and be concise.
  • Always be respectful towards the committee chair and adhere to the ruling provided by the same.

Code of Conduct while dealing with Society employees or Contractors:

  • Treat vendors and staff of the society with respect.
  • In case, as a management committee member you have a concern about conduct of any staff member, you should contact relevant management committee member in-charge and try to informally resolve the problem.
  • Put up formal complaints at MC meetings instead of getting involved in heated arguments with staff.

 Try to follow the above mentioned code of conduct and put society’s best interest forward for contributing significantly in building a healthy community.

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Habit #7: Effective management committees always cooperate

CooperateIn this blog post, we are going to emphasize on the seventh and last habit of highly effective management committees to always cooperate with each other. Effective management committees understands change is natural and no one can hold a position forever and hence, move on and give a smooth handover to the next person taking over. In our earlier blog post, we talked about Habit 6: How effective management committees create an inclusive culture. Read more…

Pointers for committee members to always cooperate with each other:

Do not cling on to the committee post – Management committee members when get elected need to understand and prepare themselves that no one can hold a particular position in the committee forever. Elections will be held every year and one has to step down for the new members. Don’t cling to your committee posts. Honestly, it never helps!

Understand change is natural – Change is a natural process. As Socrates said – “The secret of change is to focus all of your energy, not on fighting the old, but on building the new.” While stepping down from the committee or moving to a new role, always cooperate with other committee members. Do not try to take revenge from a resident or a committee member who opposed you in your earlier term. Understand all the discussions happen for well-being of the apartment residents.

Give a smooth handover – A smooth and systematic handover or transition is very important for the apartment operations to go on smoothly. Old committee members should ensure that new committee members are given a proper handover so that they can operate smoothly after the transition. It is your duty and responsibility to give a smooth handover to the new committee members.

Extensively support as an ordinary resident – After you step down from the committee, do not part your ways from the new committee members. You can still extend support, give suggestion/advice to the new committee members. Become a part of the sub-committee or the task force and help out the new members. Do not sabotage against them with other residents. It will really bring their morale down!

Try to help out and cooperate with the new committee members as much as you can and create a healthy environment for both the committee and the residents in an apartment. 

Do the management committee members in your apartment complex always cooperate with each other? Do let us know by commenting on our blog. You can find blogs on all the seven habits of highly effective management committees on www.apnacomplex.com