Key Roles within the Owners Corporation Executive Committee

So you’ve been approached to take a seat on the OC executive committee?


To give you an idea of what you’re committing to, we’ve put together a summary* of the roles and responsibilities an OC executive committee member should be prepared to undertake.

The OC executive committee operates like a board of directors with responsibility for the development and implementation of processes and procedures to ensure the value of each owners investment is maintained (and possibly improved).

Typically, owners corporations associated with larger facilities engage professional OC Managers to assist and guide executive committees in the development and implementation of the compliance and legislative requirements and dispute handling. While not decision makers, OCMs can provide the people and process to significantly improve the executive committee’s performance.

Let’s get started…

Firstly, as a potential committee member you should review the following:
  • Relevant state legislation
  • Your building’s existing by-laws
  • Previous committee and general meetings minutes
  • The “Financials”: levies, administration and sinking fund balances and commitments
  • Existing service provider contracts, payments, terms and conditions.
These are available from the current chairperson and OC Manager.

Before committing, it’s advisable to attend one of the regular committee meetings,
at which you should note:
  • A pre-circulated agenda
  • A quorum
  • A disciplined chairperson running the meeting (to the agenda and within the allotted time)
  • A diligent secretary reporting and documenting the minutes.
All are indications of a well organised committee!

What you’re looking for here can be summarised in 3 key points:
  1. People – Do you have the right mix of skills and experience?
  2. Process – Are there clearly articulated and adhered to processes in place?
  3. Performance – What has been achieved to date and what is planned?

Key roles

The Chairperson
This role is a mandatory position and while it does not have any decision making powers, it may have some powers delegated to it by the OC. The chairperson can prepare (or supervise the preparation of) agendas, minutes and notices as required.A chairperson must:
  • Be a financial member of the OC
  • Operate on the directions of the OC executive committee
  • Act in good faith and exercise due diligence
  • Convene the annual general meeting
  • Present the OC executive committees’ report at the annual general meeting
  • Convene a special general meeting
  • Arrange a ballot
  • Decide on issues relating to voting and procedure
  • Work closely with the OC manager (where appointed).
The Secretary
Again a mandatory position, this key role must be held by either an owner (or owners’ proxy)or the legally appointed OC Manager. The secretary has the power to convene the AGM or special general meeting, arrange a ballot and under law must:
  • Operate on the directions of the OC executive committee
  • Act in good faith and exercise due diligence
  • Organise and keep minutes of committee meetings
  • Be responsible for circulating and distributing notices, minutes, ballots, proxies and other correspondence within deadlines
  • Attend to correspondence on behalf of the OC
  • Maintain administrative and secretarial records of the OC
  • Not have any decision making powers unless delegated by the OC or committee.
  • Maintain certification and records with relevant authorities.
The Treasurer
Not a mandatory position under law, this role can be shared amongst the committee, ideally sitting with someone with the appropriate fiduciary background (eg. An accountant).Professional OC managers usually provide expertise and strong guidance to OC executive committees in this complex area, with the committee assisting with the preparation of financial statements prepared by the OC Manager. Generally, the Treasure must:
  • Prepare financial statements and other financial records
  • Maintain accounting records
  • Determine future expenditure for the sinking fund
  • Issue levy notices
  • Receipt and bank OC monies.
Sub-committees & working parties
The complex nature of facilities usually results in the establishment of delegated sub-committees by the OC executive committee to address specific areas of operation.These working parties often include:
  • Special Project Committee
  • Communications Committee
  • By-law Committee
  • Garden Committee
  • Renovations Committee
  • Safety Committee
  • Recreational/Social Committee.
All sub committees and working parties must report to the OC executive committee and none have autonomous rights unless specifically agreed to by the OC executive and documented in minutes.

So – as you can see, there’s always a role for an enthusiastic volunteer, prepared to contribute towards creating a community that is a solid investment for owners, is enjoyed by residents and appeals to potential purchasers. Of course it will have its challenges!
Good luck!

* This is a summary and should not be taken as legal advice. For a comprehensive explanation of roles & responsibilities we recommend you visit: