Mumbai Housing Society Queries: Could Your Society’s Meeting Notes Land You in Trouble? Here’s How To Stay Compliant

Mumbai: In cooperative housing societies across Mumbai, the significance of timely and transparent minute-keeping is often underestimated. However, as per legal provisions, lapses in maintaining and circulating minutes of general meetings can lead to disputes, compliance issues, and even legal action.

Anita Dobrial, a resident of Mahim, recently raised a query regarding the timeline for circulating the minutes of general meetings. In response, legal expert Sharmila Ranade from the Mumbai Grahak Panchayat clarified that the Managing Committee (MC) is bound by a structured timeline under cooperative society laws.

“The MC is required to finalise the minutes of the general meeting within three months of the meeting date. The draft finalised is required to be circulated to the members within 15 days of the MC’s meeting, in which the minutes were finalised,” Ranade explained.

The rule also gives members a chance to provide feedback. “In case the members have any suggestion or objections on the said draft minutes, the same needs to be communicated to the secretary in writing within 15 days of the date of circulation of the minutes,” she added.

The law further mandates that the MC consider these suggestions or objections in their next meeting. The final version of the minutes, incorporating these changes where applicable, must then be recorded in the minute book by the Secretary or an authorised person.

Failure to comply with these procedures can have long-term implications. Disputes over misrepresented decisions, lack of proper records, or exclusion of member feedback have been known to escalate into larger legal battles in Mumbai’s housing sector.

Experts say that while societies are often diligent during redevelopment or elections, basic record-keeping like minutes is neglected, despite being just as crucial.

The questions are answered by Sharmila Ranade, a legal expert associated with Mumbai Grahak Panchayat. The questions, in brief, may be sent to fpjchs@gmail.com