Society Chairman, Secretary & Treasurer – Roles and Responsibilities
Every Cooperative Housing Society is managed by elected office bearers. The Chairman, Secretary and Treasurer are responsible for the administration, financial management and legal compliance of the society. Understanding their duties helps committee members perform their responsibilities efficiently and ensures transparency in society management.
Table of Contents
Who are the Office Bearers of a Cooperative Housing Society?
A Cooperative Housing Society is managed by an elected Managing Committee. From this committee, three important office bearers are appointed:
- Chairman – Head of the Society
- Secretary – Administrative Officer
- Treasurer – Financial Officer
Each office bearer has separate duties and powers, but they work together to ensure that the society is managed efficiently, transparently and according to the Cooperative Societies Act and Bye-laws.
- Chairman supervises the overall administration.
- Secretary manages records, meetings and correspondence.
- Treasurer manages accounts, maintenance collection and financial records.
Chairman – Roles and Responsibilities
The Chairman is the leader of the Managing Committee. He or she is responsible for supervising the functioning of the society and ensuring that committee decisions are implemented properly.
1. Preside Over Meetings
- Chair Managing Committee Meetings.
- Conduct Annual General Meetings (AGM).
- Conduct Special General Meetings (SGM).
- Maintain discipline during meetings.
- Allow every member an opportunity to express their views.
2. Supervise Society Administration
- Guide committee members.
- Monitor day-to-day administration.
- Ensure committee resolutions are implemented.
- Review society performance regularly.
3. Sign Important Documents
- Share Certificates
- Legal Agreements
- Official Letters
- Bank Documents
- Government Correspondence
4. Resolve Member Disputes
The Chairman should encourage peaceful settlement of disputes among society members and maintain harmony within the society.
5. Emergency Powers
During emergencies, the Chairman may take immediate decisions in the interest of the society. Such decisions should later be placed before the Managing Committee for approval.
A good Chairman should lead with honesty, transparency, fairness and accountability.
Secretary – Roles and Responsibilities
The Secretary is the executive officer of the Cooperative Housing Society. The Secretary manages the day-to-day administration, maintains statutory records, communicates with members, and ensures that the society complies with the Cooperative Societies Act, Rules, and Bye-laws.
- Maintains all society records.
- Issues notices and circulars.
- Conducts committee meetings and AGM.
- Maintains legal compliance.
- Acts as the communication bridge between members and the committee.
1. Maintain Society Records
- Member Register
- Share Register
- Nomination Register
- Minutes Book
- Complaint Register
- Audit Reports
- Property Records
- Insurance Documents
- Vendor Agreements
- Committee Resolution Register
2. Issue Notices
- Annual General Meeting (AGM)
- Special General Meeting (SGM)
- Managing Committee Meeting Notice
- Maintenance Due Notice
- General Circulars
- Election Notices
- Emergency Notices
3. Conduct Meetings
- Prepare Meeting Agenda
- Record Minutes of Meeting
- Maintain Attendance Register
- Prepare Resolution Register
- Follow up on committee decisions
4. Legal Compliance
- Submit statutory returns.
- Maintain society records as per law.
- Coordinate with Cooperative Department.
- Maintain statutory registers.
- Reply to official notices.
5. Member Communication
- Answer member queries.
- Issue No Objection Certificates (where applicable).
- Provide certified copies of documents.
- Maintain transparency.
- Handle member complaints.
6. Maintenance Coordination
- Security Services
- Housekeeping
- Lift Maintenance
- Water Supply
- Electrical Maintenance
- Garden Maintenance
- Repairs & Renovation
A professional Secretary keeps all records updated, communicates clearly with members, and ensures complete transparency in society administration.
Treasurer – Roles and Responsibilities
The Treasurer is responsible for the financial management of the Cooperative Housing Society. Every rupee collected and spent by the society should be properly recorded, accounted for, and audited.
- Maintains accounts.
- Collects maintenance charges.
- Prepares annual budget.
- Maintains bank transactions.
- Supports statutory audit.
1. Maintain Financial Records
- Cash Book
- Bank Book
- General Ledger
- Receipt Register
- Payment Register
- Fixed Deposit Register
- Investment Register
- Asset Register
2. Maintenance Collection
- Prepare maintenance bills.
- Collect maintenance charges.
- Monitor outstanding dues.
- Issue payment receipts.
- Maintain member-wise payment records.
3. Budget Preparation
- Prepare annual budget.
- Estimate yearly expenses.
- Estimate repair expenses.
- Present budget before committee.
- Monitor budget utilisation.
4. Bank Management
- Deposit collections.
- Maintain bank balance.
- Bank reconciliation.
- Verify bank statements.
- Maintain cheque records.
5. Payments
- Electricity Bills
- Water Bills
- Municipal Taxes
- Insurance Premium
- Staff Salary
- Vendor Payments
- Repair Contractor Payments
6. Audit Responsibilities
- Provide records to Auditor.
- Prepare Income & Expenditure Statement.
- Prepare Balance Sheet.
- Implement Audit Suggestions.
- Maintain financial transparency.
The Treasurer should ensure that every financial transaction is properly authorised, supported by documents, and recorded in the society's books of accounts.
Common Responsibilities of Chairman, Secretary & Treasurer
- Act honestly and transparently.
- Follow Society Bye-laws.
- Protect Society Assets.
- Attend Committee Meetings.
- Implement Committee Resolutions.
- Avoid Conflict of Interest.
- Maintain Proper Records.
- Ensure Legal Compliance.
- Protect Members' Rights.
- Work in the Best Interest of the Society.
Comparison of Chairman, Secretary & Treasurer
The following table highlights the key responsibilities of the three office bearers in a Cooperative Housing Society.
| Responsibility | Chairman | Secretary | Treasurer |
|---|---|---|---|
| Overall Leadership | ✔ | ||
| Daily Administration | ✔ | ||
| Maintain Society Records | ✔ | ||
| Maintain Financial Records | ✔ | ||
| Conduct Committee Meetings | ✔ | ✔ | |
| Issue Notices | ✔ | ||
| Collect Maintenance Charges | ✔ | ||
| Prepare Annual Budget | ✔ | ||
| Sign Important Documents | ✔ | ✔ | ✔ |
| Audit Coordination | ✔ | ✔ | |
| Government Compliance | ✔ | ✔ | |
| Member Communication | ✔ |
Best Practices for Office Bearers
Do's
- Conduct committee meetings regularly.
- Maintain transparent financial records.
- Keep all statutory registers updated.
- Complete statutory audit on time.
- Respond to member complaints promptly.
- Maintain proper documentation.
- Follow Society Bye-laws and legal provisions.
- Maintain cordial relations with all members.
- Ensure proper maintenance of society property.
- Take collective decisions through committee resolutions.
Things Office Bearers Should Never Do
- Misuse Society Funds.
- Hide Financial Records.
- Take Personal Decisions Without Committee Approval.
- Award Contracts Without Transparency.
- Ignore Audit Objections.
- Discriminate Between Members.
- Use Society Property for Personal Benefit.
- Destroy Official Records.
- Delay Maintenance of Essential Services.
- Violate Society Bye-laws.
Frequently Asked Questions (FAQ)
Can the Chairman take decisions alone?
No. Important decisions should normally be approved by the Managing Committee. Only genuine emergency decisions may be taken immediately and should later be placed before the committee.
Who maintains society records?
The Secretary is primarily responsible for maintaining statutory registers, meeting minutes, correspondence and official records.
Who manages the society's money?
The Treasurer manages the financial affairs, maintains accounts, prepares budgets and assists in statutory audits.
Who issues AGM notices?
The Secretary prepares and issues AGM notices and meeting agendas as per the applicable Bye-laws.
Can members inspect society records?
Eligible members may inspect or obtain copies of society records as permitted under the applicable Cooperative Societies Act, Rules and Bye-laws.
Conclusion
The Chairman, Secretary and Treasurer together form the backbone of every Cooperative Housing Society. Clear division of responsibilities, financial transparency, legal compliance and effective teamwork help ensure smooth administration and protect the interests of all society members.
A successful housing society is built on transparency, accountability, proper record keeping and responsible leadership by its office bearers.
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