THE LIFECYCLE OF A COMMITTEE PART 1
Welcome to the first instalment of our series exploring the lifecycle of a committee, from its initial appointment to navigating disputes. In this series, we’ll break down the key stages, responsibilities and challenges committees face — using a light-hearted yet insightful analogy: Sesame Street CTS 123.
Registered 56 years ago, this fictional scheme is home to a diverse group of volunteers who dedicate their time to keeping their community running smoothly. Their goal is to ensure sunny days where friendly neighbours can meet every day — but as with any committee, challenges inevitably arise.
In this series, we’ll explore the lifecycle of a committee at Sesame Street CTS 123 in three key parts:
Part 1️ Appointment & roles – How a committee is formed and the responsibilities of its members.
Part 2️ By-Laws & governance – Why by-laws matter and how they shape community living.
Part 3️ Dispute resolution – What happens when conflicts arise and how they can be managed effectively.
In Part 1, we dive into the process of forming a committee, defining roles and setting responsibilities. Join Big Bird, Count von Count, Mr Snuffleupagus, Bert, Ernie, Elmo, Cookie Monster, and Oscar the Grouch as they come together to build a team.
With the current committee stepping down, nominations for a new committee have been called ahead of the scheme’s year-end and the upcoming Annual General Meeting (AGM). Now, Big Bird, Count von Count, Mr. Snuffleupagus, Bert, Ernie, Elmo, Cookie Monster and Oscar the Grouch are all considering putting their names forward to help guide the community.
Welcome to Part 1 – Appointment & roles
Big Bird, Count von Count and Mr Snuffleupagus are very interested in becoming the executive committee as Big Bird dreams of becoming the chairperson that is friendly and loves asking questions. Mr Snuffleupagus feels he would make an excellent secretary and of course, Count von Count would be best placed in the treasurer’s position.
With the nominations in, it is time for the election to take place at the AGM. Big Bird, Count von Count and Mr Snuffleupagus nominate themselves for the Chairperson, Treasurer and Secretary respectively and as there are no other nominations for these positions, they are automatically appointed.
To have a full committee at Sesame Street – a building format plan scheme registered under the standard module – we need four additional ordinary members who own in the scheme.
Bert and Ernie share a lot, so only one of them can nominate for a committee position, but both do. Elmo lives with his parents and is their authorised representative. Cookie Monster is running for a committee position in the hope that cookies will be at the meetings and Oscar the Grouch wants to participate to see what can be done to stop people from banging on his trash can.
The committee takes shape
With five nominations for four ordinary member positions, Ernie graciously withdraws his nomination, allowing Bert to step in. With the remaining candidates elected, the new committee is officially formed.
As a newly appointed committee, each member takes on specific roles and responsibilities essential to the smooth operation of the scheme. Collectively, the body corporate, represented by the elected committee, has a mandatory obligation to act reasonably in carrying out its functions under the Body Corporate and Community Management Act 1997 (Qld) and its Regulations (the Act), including strict adherence to the Code of Conduct.
Throughout the year of appointment, the committee is responsible for:
- Calling and managing meetings.
- Overseeing the day-to-day administration of the scheme.
- Setting and managing budgets.
- Entering and renewing contracts for services and maintenance.
- Collecting levies for administration, sinking and insurance funds.
- Ensuring compliance with fire safety, work health and safety regulations.
- Upholding the scheme’s by-laws, ensuring all residents follow the community rules.
Roles and responsibilities of the committee
Each committee role carries distinct responsibilities essential to the efficient management of Sesame Street CTS 123.
- Chairperson: Presides over meetings, declares voting results and has the authority to rule motions out of order.
- Secretary: Issues notices, calls for nominations, receives ballot papers for committee elections, manages voting papers and proxy forms, and approves meeting minutes. Only the Chairperson or Secretary can call general and committee meetings.
- Treasurer: Prepares and reconciles budgets, manages levy notices and oversees financial records.
Support from a Body Corporate Manager (BCM)
If this sounds overwhelming — don’t worry! Most schemes engage a Body Corporate Manager (BCM) to guide them through their obligations and ensure compliance. A qualified BCM has in-depth knowledge of the Body Corporate and Community Management Act and helps the committee navigate its application.
While the committee makes the key decisions and approvals, the BCM provides expert support and the systems necessary to execute these functions efficiently.
Getting started: Big Bird takes the lead
As the newly appointed committee leader, Big Bird — always full of questions — reaches out to the Body Corporate Manager (BCM) for guidance. He requests details on the scheme’s spending limits and a summary of the current Community Management Statement (CMS), which outlines the by-laws and other key scheme information. Additionally, he asks for:
- The latest contracts.
- Recent financial statements.
- The scheme’s compliance status.
- The most recent sinking fund forecast.
- Any outstanding arrears or applications for approval.
Setting the wheels in motion
With a clearer understanding of the scheme’s requirements, the committee receives a welcome letter from the BCM outlining key action items to kick off their term. To allow sufficient time to review the materials and prepare, the Secretary has scheduled the first committee meeting in two months’ time, ensuring an agenda is issued within the statutory timeframe.
In preparation for the meeting:
- Mr Snuffleupagus and Count von Count will draft the agenda and budgets.
- Big Bird, despite standing nine feet tall, is determined to run meetings in a friendly and inclusive manner.
However, Big Bird can’t shake his curiosity — why have Cookie Monster and Oscar the Grouch joined the committee? Are their motivations aligned with the best interests of the scheme, or is something else at play?
Tune in next week for Part 2 on the importance of by-law enforcement.
Article Contributed by Nicky Lonergan, Managing Director, Archers the Strata Professionals
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Granted that all committee members are volunteers however during my travels in Body Corporates world I have noted some people come on board with very little knowledge of what their role is. We all have to start somewhere so it is not uncommon, however their is a very good course set up by government to educate these members.
I guess my question is how do you get them to participate. Should this be made mandatory. In my opinion this would solve a lot of problems including the genuine reason they come onto the committee in the first place.