Elections

Stay updated with current and upcoming association elections

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Election Schedule

Annual General Meeting Elections

Active

Nomination: 19th & 20th December 00:00 Hour

Withdrawal: 21st December till noon

Final list announcement: 21st December Evening

Campaigning: 20th to 21st December

Open Campaign: 20th December at 8:00 PM & 21st December at 8:00 PM

Election / Voting: 23rd 00:00 hour to 25th December 18:00

Results Announcement: 25th December / 26th December

Please take note of the above dates and participate actively in the election process.

👥 Election Positions with Roles & Responsibilities

1

President

Key Responsibilities:

  • Leadership and Governance: Provide leadership to the Association and Executive Committee, ensuring decisions are made in the best interest of the community. Develop and implement long-term strategies aligned with the association's vision.
  • Meetings and Communication: Preside over all association meetings including General Body Meetings and Executive Committee Meetings. Set agendas and communicate regularly with residents about ongoing projects and decisions.
  • Representation: Serve as the official representative in interactions with government bodies, service providers, contractors, and other associations. Act as a mediator in disputes among residents.
  • Operational Oversight: Oversee day-to-day management including maintenance, security, and housekeeping. Monitor progress of ongoing projects and vendor performance.
  • Financial Management: Work closely with the Treasurer to develop annual budgets and approve significant expenditures. Ensure transparent financial practices and regular reporting.
  • Compliance: Ensure adherence to all legal and regulatory requirements. Oversee implementation of association rules and policies.
  • Community Engagement: Promote initiatives that enhance quality of life, set up feedback mechanisms, and encourage resident participation in committees and events.
2

Vice President

Key Responsibilities:

  • Support to President: Work closely with the President to provide support in executing association goals and strategies. Act as Acting President in their absence, presiding over meetings and making executive decisions.
  • Committee Oversight: Oversee specific committees assigned by the President such as maintenance, security, or cultural committees, ensuring they function effectively.
  • Project Coordination: Take charge of specific projects and initiatives, coordinating with vendors, contractors, and service providers to ensure timely completion.
  • Resident Relations: Act as a point of contact for residents, addressing concerns, facilitating communication, and ensuring their voices are heard in decision-making processes.
  • Operational Support: Assist in day-to-day operations, monitor service quality, and ensure all association activities run smoothly.
  • Strategic Planning: Participate actively in developing strategic plans and policies that align with the association's mission and vision.
  • Crisis Management: Assist in handling emergencies and crises, coordinating responses and ensuring minimal disruption to residents.
3

Secretary

Key Responsibilities:

  • Day-to-Day Operations: Lead day-to-day operations, ensuring all activities are executed on the ground. Coordinate directly with residents and the committee to address immediate needs and concerns.
  • Documentation and Record Keeping: Maintain all official records, minutes of meetings, correspondence, and important documents. Ensure proper filing and easy accessibility of records.
  • Meeting Management: Prepare agendas, send meeting notices, record minutes, and distribute them to all members. Ensure follow-up on action items from meetings.
  • Communication: Serve as the primary communication channel between the association and residents. Handle official correspondence, announcements, and notifications.
  • Coordination: Coordinate with various committees, vendors, and service providers to ensure smooth operations. Act as a liaison between different stakeholders.
  • Compliance: Ensure all statutory requirements are met, including filing of necessary documents and maintaining compliance with legal obligations.
  • Resident Services: Address resident queries, complaints, and requests promptly. Facilitate resolution of issues and maintain resident satisfaction.
4

Joint Secretary

Key Responsibilities:

  • Support to Secretary: Assist the Secretary in managing correspondence, documentation, and day-to-day operations. Step in as Acting Secretary when needed.
  • Documentation Support: Help maintain records, prepare documents, and ensure proper filing systems. Assist in drafting official communications and notices.
  • Meeting Assistance: Support meeting preparation, help record minutes, and ensure follow-up on action items. Assist in agenda preparation and distribution.
  • Resident Communication: Assist in handling resident queries and complaints. Support communication efforts and help maintain resident engagement.
  • Committee Coordination: Support coordination with various committees and assist in managing relationships with vendors and service providers.
  • Operational Support: Help monitor day-to-day operations and ensure all activities are executed effectively. Assist in addressing immediate resident needs.
  • Record Maintenance: Assist in maintaining compliance records and ensuring all statutory requirements are met.
5

Treasurer

Key Responsibilities:

  • Financial Management: Manage all association funds, including collection of maintenance charges, corpus funds, and other dues. Maintain accurate financial records and ensure proper accounting practices.
  • Budgeting and Planning: Develop annual budgets in consultation with the Executive Committee. Monitor budget performance and provide regular financial reports.
  • Financial Transparency: Ensure transparent financial practices through regular audits, financial reporting, and clear communication of financial status to residents.
  • Expenditure Management: Review and approve expenditures in accordance with approved budgets. Ensure all financial transactions are properly authorized and documented.
  • Banking and Accounts: Manage association bank accounts, ensure proper reconciliation, and maintain relationships with financial institutions.
  • Investment Management: Oversee association investments, ensuring they align with approved strategies and yield expected returns while managing risks.
  • Financial Compliance: Ensure compliance with all financial regulations, tax requirements, and statutory obligations. Prepare and file necessary financial returns.
  • Vendor Payments: Process payments to vendors, contractors, and service providers in a timely manner while ensuring proper documentation and authorization.
6

Joint Treasurer

Key Responsibilities:

  • Support to Treasurer: Assist the Treasurer in all financial operations, providing backup and support. Act as Acting Treasurer in their absence.
  • Financial Record Keeping: Help maintain accurate financial records, assist in bookkeeping, and ensure proper documentation of all financial transactions.
  • Budget Support: Assist in budget preparation, monitoring, and reporting. Help analyze financial performance and identify areas for improvement.
  • Payment Processing: Support processing of payments to vendors and service providers. Help ensure timely payments and proper authorization.
  • Financial Reporting: Assist in preparing financial reports and statements. Help communicate financial information to residents and the Executive Committee.
  • Compliance Support: Help ensure compliance with financial regulations and statutory requirements. Assist in preparing and filing financial returns.
  • Expense Review: Help review expenses, identify cost optimization opportunities, and support vendor negotiations to secure favorable terms.
  • Financial Education: Assist in educating residents on financial matters and help communicate financial policies and procedures.
7

Cultural & Sports Representative

Key Responsibilities:

  • Event Planning and Coordination: Plan, organize, and coordinate cultural, recreational, and sports events, festivals, tournaments, and community celebrations throughout the year. Ensure activities are well-structured, inclusive, and aligned with community values.
  • Community Engagement: Promote active participation and a sense of belonging by organizing cultural, recreational, and sports programs that encourage interaction and healthy lifestyles among residents.
  • Activities Management: Oversee cultural programs, festivals, sports events, fitness activities, and community gatherings. Coordinate with residents, volunteers, and external service providers for smooth execution.
  • Budget Planning and Monitoring: Prepare budgets for cultural and sports activities in consultation with the Treasurer. Monitor expenses and ensure activities are conducted within approved budgets while maintaining quality and safety.
  • Volunteer Coordination: Identify, recruit, and coordinate volunteers for events and activities. Assign roles, provide guidance, and ensure effective collaboration among volunteers.
  • Vendor and Service Provider Coordination: Identify and manage vendors, coaches, trainers, performers, equipment providers, and other service partners. Negotiate terms where required and ensure timely and quality service delivery.
  • Communication and Promotion: Publicize upcoming cultural and sports events through notices, announcements, newsletters, and digital channels to ensure broad resident awareness and participation.
  • Feedback and Continuous Improvement: Collect feedback from residents on cultural and sports initiatives. Use insights to improve future activities and overall engagement.
  • Coordination with Committees: Work closely with the Secretary, Treasurer, and Managing Committee to align activities with the association’s calendar, policies, and priorities.
  • Documentation and Reporting: Maintain records of events and activities, including participation, expenses, and outcomes. Present summaries and reports to the Executive Committee and General Body as required.
  • Inclusivity and Well-being: Ensure activities are inclusive, safe, and respectful of the diverse cultural backgrounds, age groups, and interests of residents. Encourage both cultural expression and physical well-being.
  • Annual Planning: Prepare an annual calendar for cultural and sports activities. Propose new initiatives that enhance community bonding, wellness, and resident participation.

Election Information

  • All residents are encouraged to participate in the democratic process
  • Voting can be done through secure online method
  • Results are announced within 48 hours of election closure, please check the announcements
  • For questions about elections, please contact the election committee or mail to elections@sdmveliteassociation.site