5 Important Reviews MC Members Should Put together Earlier than Each AGM

A Knowledge-Pushed Strategy to Clear, Accountable, and Efficient Group Governance

5 Important Reviews MC Members Should Put together Earlier than Each AGM

The Annual Basic Assembly (AGM) is essentially the most important touchpoint between the Administration Committee (MC) and residents. It’s not only a statutory occasion—it’s a discussion board to justify selections, show outcomes, and align the group on future plans.

MC members are well-intentioned, however many wrestle to current knowledge in a structured, clear format. That’s the place the fitting stories make all of the distinction. With ADDA, these stories usually are not simply obtainable—they’re additionally straightforward to generate, perceive, and current. 

Right here’s a breakdown of every must-have report, its function, and find out how to use it successfully throughout your AGM.

➡️ Keep tuned until the top to find out about 3 important bonus stories that may give your AGM that additional edge and reinforce your committee’s credibility.

1. Steadiness Sheet & Earnings-Expense Report 📊

This report is the muse of economic transparency within the AGM. The steadiness sheet provides a snapshot of the group’s monetary place, it highlights all belongings held, liabilities owed, and the online reserves. The income-expense report enhances it by displaying how cash was acquired and spent over the monetary yr. 

In the course of the AGM, this report helps MC members clearly current all sources of earnings comparable to:

  • Upkeep fees
  • Clubhouse leases
  • Curiosity earned from FDs—and all expenditures throughout numerous heads like salaries, utility funds, minor repairs, or facility upkeep.
  • Any surplus or deficit turns into obvious and opens up constructive discussions round managing funds higher.

Why It Issues:
These stories function a prepared reckoner for auditors and guarantee regulatory compliance. For the MC, it displays accountable governance, and for the residents, it builds confidence that their cash is being effectively managed.

2. Helpdesk Efficiency Report

Resident queries, complaints and repair requests are a important a part of each day operations—and the way they’re dealt with displays instantly on the MC’s responsiveness and a focus to group wellbeing. 

The helpdesk efficiency report captures knowledge on complaints raised, categorized by sort (plumbing, electrical, cleanliness, and so on.), their decision instances, and whether or not any escalations passed off.

Why this report is important:

  • Helps the MC showcases operational effectivity. As an example, if most plumbing complaints have been closed inside one or two days, it demonstrates that techniques are working. If a sure class of points noticed delays, the report helps determine whether or not it was because of vendor backlogs, unavailability of spares, or staffing gaps.
  • Affords an area to replicate on vendor high quality—whether or not housekeeping companies persistently meet expectations or if upkeep duties regularly want rework.
  • With this report, the MC can reply with information and guarantee everybody that grievances are being tracked and resolved systematically.

Particulars to Embody:

  • Class-wise complaints (plumbing, electrical, and so on.)
  • Turnaround Time (TAT) in days
  • Variety of unresolved vs resolved points
  • Resident satisfaction scores

3. Billing & Assortment Report 📈

This report brings visibility into the gathering efficiency of the group—how a lot upkeep was billed, how a lot was collected, and what stays unpaid.

It breaks this data down quarter-wise and infrequently even flat-wise, giving each a macro and micro view of the monetary self-discipline in the neighborhood.

What makes this report so very important for the AGM?

  • Permits the MC to current clear developments over the yr—whether or not there’s been enchancment in assortment charges, or if defaults have change into extra frequent. 
  • Offers the MC a chance to clarify how late funds have an effect on the day-to-day operations of the society. If the affiliation has needed to delay funds to safety distributors or postpone restore work, this report helps join the dots. 
  • It’s additionally useful when proposing measures like late cost penalties, providing reductions for early payers, or initiating authorized notices for long-term defaulters. 
  • Extra importantly, it positions the MC as clear and data-driven when coping with resident funds.

What to Embody:

  • Quarterly assortment charges
  • Variety of defaulters
  • Traits over the yr
  • Motion steps for power defaulters

4. Finances vs Actuals + Expense Comparability

This report compares the finances set firstly of the monetary yr with the precise bills incurred throughout all heads.

It contains routine operational classes like housekeeping and safety, in addition to project-based expenditures like repainting buildings or tools upgrades.

When offered successfully, this report reveals:

  • How shut or far the MC stayed inside the deliberate monetary limits.
  • If there are overruns, they’re backed by context—maybe the group needed to undertake emergency plumbing work, or AMC prices went up mid-year. 
  • Then again, if some areas noticed under-spending, it opens up discussions about reallocation or deferred wants.
  • Helps set expectations for the approaching yr. If the MC persistently stayed underneath finances, it displays robust price management. If sure classes at all times exceed estimates, it alerts a have to revise finances assumptions. 

Should-Spotlight Sections:

  • Budgeted vs Precise spend per class (e.g., repairs, salaries, occasions)
  • Comparability of bills throughout totally different classes
  • Deviations and causes (e.g., emergency works)

5. Challenge Bills & Resolutions Tracker

Many MCs start their time period with a imaginative and prescient—upgrading the fitness center, portray the tower exteriors, putting in EV charging, and so forth. This report tracks the standing and price of all such initiatives together with AGM-passed or committee-level resolutions from the yr.

Why it’s wanted: 

  • What has been accomplished, what’s in course of, what stays within the pipeline, and the precise causes behind delays or shifts in precedence. If a mission has gone over finances, the tracker explains whether or not the fee elevated because of inflation, materials adjustments, or vendor points.
  • This report can be useful throughout MC handovers. Future committees can see what work is already underway, what’s been closed, and the place to select up the thread. It avoids duplication of efforts and confusion.
  •  Within the AGM, it provides the present MC an opportunity to stroll residents by a yr’s value of execution, acknowledge gaps, and set expectations clearly.

Particulars to Embody:

  • Accomplished initiatives (e.g., carry improve, CCTV, portray)
  • Ongoing and pipeline initiatives
  • Value towards finances for every
  • Roadblocks and explanations for delays

Bonus Reviews (Extremely Beneficial)

  1. Resident Engagement Scorecard 

Tracks how actively residents take part in occasions, polls, and digital boards. Excessive participation displays group belief and connectivity. The MC can use this to suggest extra inclusive applications or app-based voting for selections.

  1. Vendor Efficiency Report 

Offers perception into how service suppliers have carried out all year long, based mostly on SLAs, grievance decision, and resident suggestions. It supplies rationale for contract renewals or terminations and helps higher negotiation.

  1. AMC & Compliance Tracker 

Ensures the group stays legally and operationally updated. It logs all Annual Upkeep Contracts and inspections for amenities like lifts, mills, fireplace techniques, and STPs. Bringing this to the AGM avoids last-minute panic and reveals residents that important maintenance is underneath management.

MC Profit: Having these stories prepared saves time in the course of the AGM and builds immediate belief with residents.

Conduct Your AGM Like a Rockstar with ADDA!

With ADDA, producing these important stories turns into seamless and environment friendly. Every report is obtainable by one-click entry, permitting MC members to shift their focus from time-consuming administrative duties to strategic management and group engagement.

Say goodbye to guide spreadsheets and last-minute knowledge gathering. As an alternative, current well-structured, audit-ready stories that replicate professionalism, transparency, and a dedication to excellence—precisely what residents count on and recognize.

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