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Every successful body corporate relies on a well-organised Secretary.
As the central point for administration and communication, the Secretary ensures meetings run smoothly, records are accurate, and owners stay informed. It’s a volunteer position that can be very rewarding but also demands time, attention to detail and a willingness to stay on top of deadlines.
People who take on the Secretary’s role often bring qualities such as:
- A desire for accuracy and efficiency
- Leadership or committee experience
- A background in business or administration
- A commitment to active participation in governance
- A willingness to step up when no one else volunteers
There are no formal prerequisites, but every building needs a Secretary, and every Secretary starts somewhere.
What Does the Secretary Do?
Under Queensland body corporate law, the Secretary carries out a wide range of statutory duties, many of which are essential to the lawful running of the scheme. These duties can be grouped into two main areas: meeting responsibilities and general administration.
Meeting Responsibilities
The Secretary manages the logistics of committee and general meetings. Typical tasks include:
- Sending out notices of meetings and calling meetings
- Setting the agenda
- Inviting nominations for committee positions before the AGM and asking owners to submit motions for the meeting
- Preparing ballot papers for committee elections and distributing them with meeting notices
- Maintaining the list of people entitled to vote, as well as proxy forms and returned voting papers
- Receiving completed proxy forms and voting papers
- Making the roll, voting list and all proxy forms available for viewing at a general meeting
- Recording meeting minutes and distributing them to owners
Timing is crucial. The Secretary must keep track of AGM deadlines, committee meeting dates and other key dates to ensure all statutory notice periods and post-meeting requirements are met.
General Administration
Beyond meetings, the Secretary’s duties include:
- Maintaining the owner roll and other body corporate records
- Making records available for inspection
- Handling incoming and outgoing correspondence on behalf of the committee, such as approvals for renovations or pet applications
- Obtaining quotes or tenders for major expenditure on common property when directed by the committee
These responsibilities underpin the scheme’s compliance and transparency.
Working with a Body Corporate Manager
Given the breadth of the Secretary’s responsibilities, many schemes engage a body corporate manager for administrative support.
A body corporate manager can prepare and issue meeting notices, maintain records and assist with correspondence – but they do so under the committee’s direction and have no voting rights.
This support allows the Secretary to focus on decision-making and governance rather than paperwork.
Handling Disputes
The Secretary is often the first point of contact in disputes between owners or challenges to the voting process. Issues such as incorrect paperwork, inconsistent management or procedural errors can have significant consequences.
By maintaining rigorous processes and working closely with the body corporate manager, the Secretary helps safeguard the integrity of decisions and minimise risk.
A Vital Volunteer Role
The Secretary may not always be in the spotlight, but their contribution is critical to the effective functioning of the body corporate.
Accurate records, timely notices and transparent processes keep meetings lawful and decisions valid.
Whether you’re experienced or stepping into the position for the first time, understanding the scope of the Secretary’s duties, and knowing when to call on expert support, will set you up for success in this vital role.
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