What are the roles of the secretary, treasurer, and chairperson?
Posted 07 November 2024
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At their first meeting, once elected, strata committee members must appoint one or more people for the “office bearer” roles:
Secretary – arranges meetings, prepares and distributes meeting agendas and meeting minutes, maintains strata roll, facilitates inspection of documents, issues notices and does other administration including correspondence.
Treasurer – keeps accounting records and issues levy notices.
Chairperson – runs meetings and makes determination as to procedural matters at meetings.
Note, these functions are also typically delegated to the managing agent so that they can assist with these items.
The proper way to appoint office bearers
Once the strata committee has been elected at the general meeting, they must at the first committee meeting after they assume office as members, appoint a chairperson, secretary, and treasurer. The written notice of the first meeting of a strata committee should include a call for nominations for the roles of each office bearer.
Any person who is a member of the strata committee may nominate themselves or another member for election as any or all of the chairperson, secretary, or treasurer of the committee. A nomination must be made by written notice or orally at the meeting, otherwise the nomination is ineffective.
A nomination made by written notice must be given to the person convening the meeting, stating the name of—
- the person nominated, and
- the person making the nomination and that the person nominated consents to the nomination.
The person convening the meeting must include any prior nominations in the notice of the meeting at which the election is to take place. Notice of any subsequent nomination is to be given by the convenor at the meeting. A nomination may be made at any time before the election is held and may be made at the meeting.
For any oral nomination, the nomination must be made at the meeting, and the person nominated must—
- be present at the meeting, and
- consent to the nomination.
If a ballot for the election of a person as chairperson, secretary, or treasurer of the committee is required, the election is to be conducted by a show of hands of the persons present at the meeting and entitled to vote.
Please see the below extract of a draft motion relating to appointment of office bearers:
This is an extract from our Strata Committee Manual.
To access more information, please fill in the below form to download our Strata Committee Manual for free.
