What does a body corporate secretary do?
A body corporate secretary is an elected executive committee member who helps with the body corporate’s administrative work. Arrangements can vary between regulation modules and scheme types, so check which rules apply to your scheme.
What meeting notices and nominations does the secretary handle?
The secretary commonly:
- sends notices for general and committee meetings
- asks owners for committee nominations before the annual general meeting
- receives nominations and acknowledges them
- invites owners to submit motions when nominations are invited
- prepares committee election ballot papers and sends them with the meeting material.
A general meeting notice must include the agenda, proxy form and voting papers. A voting member of the committee, usually the secretary, can call an annual general meeting if authorised by the committee.
What voting papers and proxy forms does the secretary manage?
The secretary prepares voting papers for general meeting motions and committee elections. They must also have the body corporate roll, voter list, proxy forms and voting papers available for inspection by voters at a general meeting.
Owners give completed written voting papers and proxy forms to the secretary, unless the applicable process provides otherwise. This includes proxy forms for general meetings.
Does the secretary have to take meeting minutes?
For general meetings, the body corporate must ensure full and accurate minutes are taken. The committee must ensure minutes are taken for committee meetings, and the secretary must give copies to committee members and relevant owners.
What is the difference between the secretary and a body corporate manager?
The secretary is an elected committee member. A body corporate manager may be engaged to assist with administrative work or, if properly authorised, carry out some or all committee and executive functions.
A manager does not automatically replace the secretary or take on every secretary responsibility. The written engagement should set out the manager’s functions, powers and payment basis.
You can learn more in Who’s who in your body corporate and what a body corporate manager does. Check the written engagement when secretary and manager responsibilities overlap.
