A compliance calendar built from your state’s rules
Your state’s deadlines, registers, interest limits and meeting rules, held as data rather than remembered by whoever is secretary this year. Staff are reminded before each deadline and every week it stays overdue, and filings to the Registrar are tracked until they are approved.
A compliance calendar for a housing society lists every statutory deadline (AGM, audit, annual return, GST, TDS and licence renewals) from a rule pack for the society’s state and registration type. KeyMatrix covers all 36 states and union territories. It reminds staff 30, 7 and 1 days ahead, then weekly while overdue, and tracks registrar filings to approval.
Why society deadlines are missed, and what it costs
Almost no society misses a deadline because nobody cared. It misses it because the deadline lived in one person’s head, or in last year’s diary, and that person stepped down at the AGM. A new secretary inherits the bank mandate and the minutes book, but not the knowledge that the annual return goes to the Registrar in the autumn or that the fire NOC lapses in February.
The cost arrives late and out of proportion. A missed annual return can draw a notice from the Registrar. An AGM held outside the window your Act allows leaves the accounts it adopted open to challenge. An expired lift licence is discovered by an inspector, or worse, after an incident. None of these are difficult tasks. They are dated tasks with a long gap between occurrences, which is exactly the kind of work a volunteer committee forgets.
A calendar fixes this only if it already knows the dates. A blank calendar that the committee must fill in from memory has the same weakness as the diary. So the calendar in KeyMatrix starts from the law of your state.
Rule packs: your state’s law, held as data
A rule pack is the set of deadlines, registers, interest limits and meeting and election rules that apply to one kind of body in one state.
Coverage across 36 states and union territories
There are rule packs for every state and union territory, for co-operative housing societies, registered societies, apartment owners’ associations, premises and commercial bodies. Choosing the society’s state and how it is registered sets the pack, and the pack populates the calendar for the year.
The same platform therefore runs a co-operative society in Pune and an apartment association in Noida without either being bent to fit the other’s law. The words change too: a deadline for an apartment association does not talk about the Registrar of Co-operative Societies.
Sourced rules for Maharashtra, Delhi and Uttar Pradesh
Maharashtra and Delhi co-operative housing societies, and Uttar Pradesh apartment associations, have detailed rule packs, each rule sourced to the Act and the rules made under it. These are the three regimes with the most specific meeting, quorum and election requirements, and the ones where a wrong default does the most damage.
Elsewhere the packs carry the common statutory positions for that state and body type. They are a starting point to be checked against your registration, not a substitute for it.
Where your bye-laws are stricter than the Act
Rules are data, so they can be adjusted. A society whose bye-laws require a longer AGM notice than the Act, or a lower interest rate on arrears, sets that once and the calendar, the meeting module and billing all follow it. The source of each rule stays visible, so a later committee can see what was changed and why.
A typical society’s year of obligations
What a rule pack typically puts on the calendar. The timings are the common positions; your Act, your bye-laws and your registration decide the actual dates.
| Obligation | Typical timing | Usually owned by | Worth knowing |
|---|---|---|---|
| Annual general meeting | Maharashtra co-operative societies: by 30 September. Other Acts set their own window after the year closes | Secretary | Notice period is checked against the minimum and maximum your rules set |
| Statutory audit | After 31 March, in time for the accounts to be placed before the AGM | Treasurer, with the auditor | In many states the general body appoints the auditor |
| Annual return to the Registrar | Set by the state Act. Maharashtra co-operatives commonly file within six months of the year end | Secretary | Tracked here as a filing, with its acknowledgement number |
| GST returns | Monthly or quarterly, only if the society is registered for GST | Treasurer or the society’s CA | Whether you need to register depends on turnover and charges per member |
| TDS on contractor and professional payments | Deposit by the 7th of the following month; quarterly TDS returns | Treasurer | Applies where the society deducts tax and holds a TAN |
| Fire NOC renewal | Set by the state fire service; often periodic | Facility manager | Keep the certificate in the document vault with its expiry date |
| Lift licence or inspection | Set by the state lift rules; periodic | Facility manager | Usually tied to the AMC vendor’s inspection visit |
| Structural audit | Maharashtra model bye-laws: every 5 years for buildings 15–30 years old, every 3 years after 30 | Managing committee | Other states differ; some only on a municipal notice |
Limits the rule pack decides for the committee
Some rules are not deadlines but limits. The pack applies them wherever they matter, in the meeting module, in billing and in elections, so nobody has to remember them.
- Maharashtra co-operative quorum
- Two-thirds of the members, or 20, whichever is less.
- Delhi co-operative quorum
- 10 members where the society has up to 30 members; otherwise one-third.
- Uttar Pradesh apartment association quorum
- 30% of the members.
- Adjournment without quorum
- Only the adjournment your rules allow: the same day, or within the permitted window. A requisitioned meeting without quorum is dissolved.
- Interest on late payment
- Capped at your state’s limit. Maharashtra’s model bye-laws cap it at 21% a year, and a society’s adopted bye-laws may set less.
Reminders that escalate instead of repeating
Reminder digests at 30, 7 and 1 days
Each obligation has an owner. Thirty days before it falls due, seven days before, and the day before, that owner gets a digest by email, and by SMS where it is set up. If the date passes and the obligation is still open, the reminder comes weekly until it is closed.
Reminders are sent once per stage. A daily job decides who needs to hear about what, and it never sends the same reminder twice. That matters more than it sounds: duplicate alerts teach people to ignore alerts, and a compliance reminder that is ignored is worse than none.
Marking a deadline met
When an obligation is done, the owner marks it done and the calendar records it as met for that period. Next year’s occurrence is already there. Over time the calendar becomes a record of the society’s compliance, with dates, which is what an auditor, a new committee or a resident asking awkward questions at the AGM wants to see.
From upcoming to approved: tracking a registrar filing
Annual returns and other filings to the Registrar move through six states. Each move is recorded, so the status of a filing is never a matter of who last spoke to the consultant.
What the calendar does not do
KeyMatrix does not file anything with a government portal on your behalf. The society, or its consultant, files with the Registrar, the GST portal or the fire department as it does today. KeyMatrix makes sure the filing is prepared on time, records that it was made, and keeps the acknowledgement and the papers where the next committee will find them.
Nor does a rule pack replace advice. The packs record the common statutory position and, for Maharashtra, Delhi and Uttar Pradesh, the detailed rules with their sources. Your registration certificate, your adopted bye-laws and any orders specific to your society still govern. Check your Act and bye-laws before relying on a date, and adjust the pack where they differ.