A good committee splits the work so that no single person controls everything. The president leads and chairs, the secretary keeps the records, the treasurer handles the money, and the members share the rest and act as a check on each other. Your own by-laws decide the final details, so read them first and use this post as a practical guide.
Why do committee roles need to be clear?
Most building disputes are not about big crimes. They start when nobody knows who was supposed to do what: who collected the cash, who approved the plumber, who told residents about the meeting. When roles are written down, people can ask the right person and the work does not depend on one active volunteer who one day gets tired and leaves.
What does the president do?
The president is the face and the chair of the committee, not its owner. Typical duties:
- Call and chair meetings and AGMs, keeping the discussion fair.
- Make sure decisions are taken by the committee and recorded.
- Represent the building to outside parties such as the electricity company, the builder or the authorities.
- Break a tie if the by-laws allow it.
- Keep the committee focused on the agenda instead of old arguments.
What the president should avoid: holding the money alone, signing blank documents, or deciding big spending in a WhatsApp message without a meeting.
What does the secretary do?
The secretary is the memory of the building. Typical duties:
- Prepare the agenda and notices for meetings.
- Write the minutes and share them, so residents can see what was decided.
- Keep the resident list, flat ownership and tenant details up to date.
- Record complaints and follow them until they are closed.
- Keep copies of agreements, by-laws and letters.
If notices go out only on a WhatsApp group, many residents will miss them. A notice that shows who has read it is better than hoping everybody saw it.
What does the treasurer do?
The treasurer protects the money. Typical duties:
- Collect the monthly maintenance and give a receipt for every payment.
- Deposit cash in the bank promptly and not keep large amounts at home.
- Pay bills with a proper invoice or receipt for each one.
- Prepare a monthly statement of income, expenses and balance.
- Keep funds separate where the by-laws require it, for example a reserve fund.
The treasurer should not approve their own claims. If the treasurer paid for something, another member should check and approve it. Our post on proof ke saath hisaab shows why a receipt behind every expense protects the treasurer as much as the residents.
What do the other members do?
Members are not decoration. They look after areas such as security, cleaning, lifts, water, generator or events, and report back at each meeting. They also act as the second pair of eyes on money and decisions. A committee of five where only two people work is how burnout and resentment start, so share the areas.
Who signs what? An example table
This is an example only. Your by-laws and bank rules come first.
| Document | Prepared by | Signed or approved by | |---|---|---| | Meeting minutes | Secretary | President and secretary | | Monthly maintenance receipts | Treasurer | Treasurer | | Expense approval (above a set limit) | Treasurer | Another member or president | | Bank cheque or transfer | Treasurer | Two authorised signatories | | Contracts (guards, cleaners, generator) | Secretary | President and one more member | | Annual accounts | Treasurer | Committee, then shown at AGM |
Agree a spending limit that needs a second approval. The number should suit your building, for example a small amount can be approved by the treasurer and anything larger needs another member.
How do committees avoid conflicts of interest?
Conflicts rarely look like theft. They look like "my cousin has a good rate". A simple habit works well:
- Declare it. If you or a relative could gain, say so before the discussion.
- Step out of the vote. Do not vote on that item.
- Get comparison quotes. Ask for two or three quotes for any larger job.
- Write it in the minutes. The record protects you later.
Also avoid one person holding two jobs that check each other, such as treasurer and the one who audits the accounts.
What about when a member does not do their job?
Start with a polite talk and a clear task list. If it continues, bring it to the committee and, if the by-laws allow, to the general body at the AGM. Do not publicly shame someone on WhatsApp. If you need to change office bearers, follow the election or replacement process in your by-laws and ask a lawyer if the by-laws are unclear.
A short checklist for a new committee
- Read the by-laws together and mark the roles they mention.
- Write a one-page list of who does what.
- Open or confirm the bank account with two signatories.
- Set a spending limit for second approval.
- Agree a monthly meeting day and a monthly report date.
- Plan the AGM and the audit early. See how to run a clean, dispute-free AGM.
Nearlify supports this split with roles and permissions, expenses with receipts and treasurer approval, and notices with read tracking, so each office bearer sees what they need. You can try it free at https://nearlify.app/signup.