Many executive committees use working parties to assist and spread the work-load. Often there are people willing to work on specific projects or areas but not serve on the executive committee. Partners of executive committee members may be keen to assist but not to formally serve on the executive committee.
Sub-committees can be assembled for short term projects or for on-going support. For example, if the building by-laws were under review, a by-law sub-committee could be approved to research options and report back to the executive committee recommendations. However, they are ‘unofficial’ and an executive committee needs to be aware of not breaching its Office Bearers Liability requirements. The executive committee would need to review the information presented and make a decision as a group. Be clear on any instructions. Do not ask them for advice in areas where they are not specialised. This does not mean that they cannot do a lot of the leg-work, gathering information and data, chasing and presenting specialist advice, making calls to arrange inspections or quotes, developing tender specifications or examples of other buildings’ solutions. Ideally they gather and present the facts to the executive committee who will ultimately seek the advice of a specialist to confirm or advise on the issue. The executive committee needs to direct and review the information, view source documents and vote to approve any decisions.
Certain functions that may not be delegated (except to a licensed strata manager or those with specific qualifications). See section 1.4for details.
The types of working parties that executive committee’s often set-up include:
- By-law Committee
- Garden Committee
- Renovations Committee
- Special Project Committee
- Communications Committee
- Safety Committee
- Recreational/Social Committee
- Elections Committee
Committee name: Garden Committee
Purpose:The Garden Committee is established by, and reports to the executive committee (EC). The garden Committee is responsible for advising the EC on matters pertaining to common area gardening and landscaping. Recommendations will be presented in (month) to be considered in the (year) budget and planning process.
Responsibilities:The committee will review all aspects of the common areas gardening and landscaping. It will evaluate the adequacy of current maintenance levels; survey residents to determine the desired standards of garden maintenance and their views on upgrading; prepare and present a recommendation to the EC.
Length of term: The Garden Committee shall exist for a period of 12 months from the date of establishment.
Number of members: the inaugural committee will consist of 5 members, to be reviewed at the end of the first 12 months.
Committee organisation: The committee will be appointed by the EC, from those residents who have expressed and interest in this area. The chair will be appointed by the EC. The committee will meet as regularly as necessary and committee decisions will be minuted.
Relationship to the Executive Committee:A copy of all minutes to be sent to the EC. Any proposed variations to the approved budget expenditure must be referred to the EC.
Relationship to strata manager:The strata manager id responsible for ensuring that only compliant contractors are used to carry out works. He/she will appoint any required contractors and arrange payment for approved works within the approved budget framework. No work is to be placed directly with contractors by the committee.
The Executive Committee: Is yours efficient and high functioning? © Dynamic Property Services:
Owners Education Series
Relevant NSW Legislation: Strata Schemes Management Act (1996)
Section 29A Functions that may only be delegated to member of executive committee or strata managing agent