In a cooperative housing society (CHS), the secretary plays a vital role in handling day-to-day administration, maintaining records, and ensuring compliance with laws and bye-laws. When a secretary resigns before completing the term, many societies face confusion about whether the resignation is automatically effective or requires formal acceptance by the managing committee (MC).
Procedure for Resignation of a Secretary
As per Bye-law 131, the secretary of a cooperative housing society cannot unilaterally step down. The procedure is:
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The secretary must address a written resignation letter to the chairman of the society.
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The resignation becomes effective only after the MC accepts it.
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The secretary must hand over all society records, documents, and work before being formally relieved.
Role of the Managing Committee
The MC elects office-bearers like the chairman, secretary, and treasurer from among its members. Since the secretary is an office-bearer of the MC, his/her resignation requires formal acceptance by the committee. The MC has the authority to:
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Verify that the secretary has completed pending tasks.
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Ensure proper handover of records and accounts.
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Elect a replacement to avoid administrative disruption.
When Does the Resignation Become Effective?
The secretary’s resignation is not valid immediately upon submission. It becomes effective only when:
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The MC passes a resolution accepting it.
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The secretary has handed over charge to the newly elected secretary or an interim appointee.
Until these steps are completed, the secretary remains responsible for the society’s affairs.
Conclusion
A secretary cannot be relieved of duties without the managing committee’s nod. Even if unwilling to continue, the secretary must complete pending work and hand over records before the resignation is valid. This ensures smooth functioning of the society and avoids administrative lapses.
