31 Jul BODY CORPORATE ROLES OF OFFICE
THE CHAIRMAN’S ROLE
NOTE: The chairperson has a number of duties concerning the conduct of meetings. If the chairperson is not at a meeting, then a person entitled to vote is elected to chair the meeting.
General duties can include:
- The necessity to assist if asked by an adjudicator
- To accept a notice, legal process or other documents
- The appointment of a proxy for a committee meeting
- Requirement to seal documents with the body corporate seal
Committee meetings provide an important platform for which the Chair must oversee and manage proceedings.
The role will include:
- Chairing the meeting
- That meetings are held to prepare agenda for the general meeting
- Knowledge of spending limits and authorizations
- Declaration of quorum
- In absence of secretary acknowledges receipt of the request for a special meeting
What the Chair must know and be prepared to implement is the general role of ensuring that all legalities are acknowledged and that formal proceedings of a general meeting are met.
These may include:
- Acceptance of committee nominations
- Knowledge of who can vote
- Placement of proxies before meeting for admittance
- Ruling of motions out of order if necessary
- Provision of reasons for ruling and that they are minuted
- Acceptance of procedural motions
- Determination of quorum
- Acceptance of written voting papers
- Decision for ballots
- Declaration of voting results
- Acceptance of amendments to motions
THE SECRETARY’S ROLE
The duties of the secretary can be varied and principally include the administration and management of the complex in accord with the Scheme. Below are a number of tasks that may be expected if you hold this position.
- Arrange time and place for inspection of records
- Issue Body Corporate information certificates
- Must assist adjudicator
- Acting as the scheme representative
- Accept quotes and tenders for proposed major work
- Provision of documents for audit
- Arrange insurances
- Seal documents with Body Corporate seal
- Call committee meetings
- Send out notices of meetings
- Receive objections from members
- Preparation of meeting notice and agenda
- Receives completed proxy forms
- Prepare motion paper for a committee decision taken outside of the meeting
- Advise owners of committee decisions
- Ask owners to submit nomination and motions
- Receive committee nominations and motions
- Acknowledge receipt of committee nominations
- Provide copies of meeting notices to all lot owners
- Composes and circulates the agenda for general meetings
- Accept written voting papers
- Accepts proxy forms
- Provides for inspection the Body Corporate roll, list of persons entitled to vote and all proxy votes and voting papers
- Takes and distributes minutes
NOTE: Many of the above duties are carried out by a body corporate manager as part of the agreed services under a body corporate administration agreement. However, the body corporate manager cannot carry out that function unless authorised by the Secretary or returning officer to do so.
THE TREASURER’S ROLE
As treasurer your role will be :
- to provide and maintain accurate records of all financial transactions relating to the Body Corporate.
- Budgets must be set for the administrative fund, the sinking fund and special contributions.
- prepare and send out levy notices to lot owners and if there are outstanding levy payments it is the treasurers responsibility to take action and recover those amounts.
- Record keeping is imperative as is reconciliation of all accounts held in the name of the Body Corporate.
- The treasurer must provide all records for any audit that may be required and of course to manage any borrowings or income that may generated outside of Lot owners levy payments.