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Office Bearers

The executive committee is made up of representatives from the owners corporation which is elected at each annual general meeting to oversee the running of a strata property.

The number of members elected to the executive committee can be a minimum of 1 and a maximum of 9 committee members. From the elected members, three office bearers or office holders must be elected. The three positions consist of the chairperson, secretary and treasurer. One person may hold two or all of those positions.

A person appointed as chairperson, secretary or treasurer of the executive committee holds office until such time as one of the following occurs:

The person ceases to be a member of the executive committee,
The owners corporation receives written notice of the persons resignation, or
Another person is appointed by the executive committee to hold that office.

Chairperson

The chairperson’s main duty is to preside over all owners corporation and executive committee meetings and to make sure they run smoothly. The chairperson is to ensure that proceedings are conducted fairly and to properly ascertain the will of the meeting. The chairperson is also responsible for the performance of the executive committee and determining the business that should be brought to executive committee meetings.

Characteristics of a good chairperson

A good leader, organised and self confident.
Experienced in management.
Skilled in dealing with people.
Diplomatic in nature.
Able to keep things moving without appearing dismissive or abrupt.

Secretary

The powers and duties of the secretary include:

Preparing minutes of meetings and putting a motion to confirm the previous minutes.
Issuing notices for the owners corporation and its executive committee, that are required under the Strata Titles Act.
Maintains the strata roll.
Giving information on behalf of the owners corporation under section 108 (Strata Searches).
Answering correspondence addressed to the owners corporation.
Convening meetings of the owners corporation and its executive committee.
All the administrative and secretarial duties for the owners corporation and the executive committee.

Characteristics of a good Secretary

A good organiser and very methodical.
Computer literate.
Have good time management skills.

Treasurer

The duties of the treasurer include:

Providing owners with notice of any strata levies.
Issuing receipts, banking and accounting for any money paid to the owners corporation.
Prepares Certificates under Section 109.
Keeping all accounting records and preparing the financial statements.

Characteristics of a good Treasurer

A good organiser and very methodical.
Has accounting knowledge and is computer literate.
Trustworthy.

Overlap with a Strata Managing Agent

The question is commonly asked, what is the function of the secretary and treasurer where a strata managing agent has been appointed and where the agent has been delegated their powers and duties? In those circumstances the strata manager would normally perform all of the duties and the secretary and treasurer would assume a supervisory role. However, it is wise for the secretary and treasurer to insist on being informed about developments and action taken in their respective areas of responsibility. It should also be noted that, notwithstanding the delegation to the strata managing agent, the secretary and treasurer are still able to exercise their powers if they choose.

If you would like any further information regarding the role of the executive committee and its office bearers or you have any questions relating to strata title management, please do not hesitate to contact us.