Roles and Responsibilities

The Committee is a small group of people who each have a specific role in the management of the Residents’ Association. They should be democratically voted in at the Annual General Meeting and always be representative of the tenure of the development by including representatives of the commercial and cultural units.

All committee members are expected to abide by the code of conduct, and also:

  • Get involved in the work of the committee,
  • Follow up on any agreed tasks, and keep the committee advised of progress

Some of the roles on the Committee have specific responsibilities:

 

Chairperson

 The Chairperson’s responsibilities include:

  • chairing the meetings;
  • ensuring each agenda item is discussed with a decision made and recorded, with time scale and who is responsible;
  • ensuring everyone has the opportunity to contribute to the discussion;
  • keeping the conversation at meetings on course and relevant;
  • ensuring that the code of conduct is adhered to;
  • acting as the spokesperson and main contact for the group outside meetings;
  • ensuring that work is carried out by members in between meetings.

Vice Chairperson

The Vice Chairperson’s responsibilities include:

  • They can step in and chair the meetings in the Chairperson’s absence;
  • If the Chairperson has a particular interest in an item being discussed at a meeting, the Vice Chairperson might be a more appropriate person to chair the meeting;
  • the Vice Chairperson will generally support the Chairperson and share the role as appropriate.

Secretary

The duties of the Secretary include:

  • taking the minutes of meetings and circulating them;
  • helping the Chair to prepare the agenda for the meetings;
  • letting people know the meetings dates, times and venues;
  • writing and receiving correspondence on behalf of the Residents Association;
  • keeping a record of membership including contact details, etc. This is done through the association’s MailChimp account (or other newsletter platform as might be used);
  • maintaining the association’s website and social media accounts, including applying updates and maintaining security;
  • Providing relevant content for the website and social media accounts, and publishing it in a timely manner;
  • preparing and circulating newsletters, notices etc.

Treasurer

The Treasurer has a vital role in ensuring that the building’s funds are propeerly managed by the Factors. As part of that, they are expected to:

  • Meet regularly with the factors to review the building’s financial position, including:
    • proposed expenditure in excess of the limit set for the factors
    • progress against budget
    • current debt position
    • current cash balance;
  • Report on these meetings to the association and committee;
  • Monitor and report on expenditure on major projects;
  • Understand the controls that the factors have in place to ensure the building’s finances are properly managed.