Committee member:

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:

Attend meetings

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.

Chairperson

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.

Secretary

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

Treasurer

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