Being a committee member is about much more than simply attending meetings, although that is a committee member’s first task. You should see your involvement in the committee as an active not passive role. Although you need to attend meetings, you also need to be aware of what decisions your committee is authorised to make, and to work with other members of the committee to reach a consensus to enable business to move through the committee structure.
Their role is to:
Help organise events
Contribute to discussions
Give feedback on issues facing the estate
Ensure that everything discussed in the group remains confidential
Make decisions based on what is best for the local community
Support the committee and accept majority votes
Work together as a team
Help distribute newsletters / flyers to the local area when required
Get feedback from your neighbours around issues being discussed at the Residents Association meeting.
The Chairperson’s primary role is to lead the committee and facilitate meetings.
The key responsibilities of the Chairperson include:
Being fully aware of all the activities carried out by the group
Ensuring that tasks that have been delegated to other members of the committee are being carried out in a timely manner
Taking responsibility for facilitating the group to work well together towards achieving the committee’s aims and giving help and support where needed, ensuring all are allowed /encouraged to speak
Acting as spokesperson and representing the committee to outside
bodies, networks, etc.
Helping the committee to maintain its focus on achieving the agreed aims, objectives and work plans
Making emergency decisions between meetings where necessary in accordance with procedures agreed by the committee
Planning and running of meeting (or delegation as necessary)
Ensuring that all necessary information is made available to committee members
Ensuring that adequate records of meetings are kept
Ensuring that plans/actions agreed upon during the meetingare implemented
The Vice Chair
The Vice Chair stands in for the Chairperson when necessary and provides administrative support when required.
The Secretary’s main role is to ensure that everyone is kept informed.
The key responsibilities of a Secretary include:
Taking minutes (taking the notes of the meeting)
Writing letters officially on behalf of the group
Receiving correspondence on behalf of the group and keep the group up to date on correspondence
Keep a list of the current members on the committee
It may be possible to elect a separate minute taker to take some of the pressure off the Secretary but this is at the discretion of the group.
The key responsibilities ofthe minute taker include:
Organisation of meetings e.g. Time and place etc.
Drafting the agenda with the Chairperson
Taking of minutes
Writing up and circulation of minutes
The Treasurer is the person that has the day to day responsibility for the Residents Association’s funds. They are responsible for keeping accurate books of account.
However it is important to note that the committee has the overall responsibility for deciding how the funds are used and ensuring that they are managed properly.
The key responsibilities of the Treasurer include:
Establishing a financial policy and procedures document with approval of the committee
Opening the bank account
Monitoring income and expenditure of the group
Ensuring that all receipts are lodged in to the group’s bank account
Ensuring that there are invoices and receipts for all payments made
Keeping the committee informed of the financial situation of the organisation
Present a financial report at each meeting
Keeping an eye on the budget
Presenting the accounts for the organisation’s AGM
Representing the organisation in funding applications