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 #4: Effective management committees are highly disciplined

Committee MeetingIn this blog post, we are going to emphasize on the fourth habit of effective management committees of conducting committee meetings in a disciplined manner. Conducting and attending meetings in a disciplined manner is something an effective management committee cannot avoid. In our earlier blog post, we talked about Habit 3: How effective management committees always take responsibility. Read more…

Pointers for the committee members to conduct meetings in a disciplined manner:

Conduct regular committee meetings – How can the performance of a management committee be judged in a single metric? The only metric through which one judges the performance of a committee is the number of meetings conducted by the committee and the minutes of the meeting published for the residents. Typically, most committees have approximately 52 meetings in a year. Most management committees of a decent size apartment complex meet at least once a week and if they are not following this practice it’s about time to follow it!

Circulate formal meeting minutes to residents – Formal meeting minutes should be circulated to residents in a disciplined manner after every committee meeting for maintaining a high level of transparency with residents. Without circulating the meeting minutes, there will be no pressure built on the committee to perform or act on the agendas in the pre-decided timelines agreed in the meeting. Assign the responsibility of publishing meeting minutes to a particular committee member and ensure it get published for the residents.

Never skip a committee meeting – Attending meetings on a regular basis is a must for all committee members. Ensure that you attend all meetings. In case, your physical presence is not possible in the meeting due to some reason; utilize technology, conduct teleconference or a video conference and stay updated. With one or other person always absent during the meeting, the committee is never able to take a concrete decision.

Ensure meeting action items are closed – Ensure that meeting action items always get closed. Committees discuss several apartment related issues in a meeting, however, make sure someone jots down the action items after every meeting. Once the action items are finalized, empower the rest of the team to ensure that each and every action item mentioned on the list is closed.

If the management committee members ensure that each and very committee meeting is conducted regularly and the action items decided in the meetings are closed in the pre-decided time mentioned in the meeting minutes shared with the residents, it will be more than enough to satisfy the residents about the performance of the management committee.

Does the management committee in your apartment complex conduct regular committee meetings? Do let us know if it worked for you by commenting on our blog. Log onto www.apnacomplex.com regularly for the post on next habit of effective management committees.