Committee members of an association

An incorporated association are made up of:

• a public officer
• a management committee
• committee members.

Find out about the role of the public officer.

Management committee

The committee makes sure the association runs its activities in line with the constitution and Associations Act 2003.

It also:

• manages financial affairs and maintains the association's financial viability
• ensures the association acts in line with its objects and purposes
• meets all legal requirements.

Committee members

Committee members are initally elected or appointed at the association's first meeting.

Read more about the process for when you start an incorporated association.

Your constitution must clarify rules around the management of the association including:

• the committee positions
• the role of each position
• how they are elected or appointed
• qualifications or eligibility of committee members
• terms of office and if consecutive terms are permitted
• how committee members are removed
• filling a casual vacancy
• procedures at committee meetings
• minimum number of committee members required (quorum).

Read more about the role of committee members.

Roles and responsibilities

Committee members play an important role in running an association effectively.

For example, with a quorum of committee members, the committee can:

• change bank signatories
• fill casual vacancies on the board
• handle disputes and grievances.

Without a quorum, the committee can't:

• approve decisions
• appoint or remove staff
• fill casual vacancies
• pay bills.

Appointing committee members

When new committee members are elected or appointed, you should do an induction or handover to help them understand and meet their requirements.

Handover requirements

At the committee's first meeting:

• identify the role and responsibilities of each position
• provide access to the association's accounts including email, social media and website
• identify the bank signatories and remove old signatories
• confirm lodgement of prescribed documents
• provide each committee member with the current constitution, policies, by-laws and code of conduct
• ensure that any additional eligibility requirements are met
  • for example, police clearance, working with children.

The constitution will identify if there are any additional requirements for eligibility.

Get the inducting committee checklist.

Other requirements

The secretary and treasurer must get access to certain items.

Secretary

Provide the secretary with:

• members register, conflict of interest and asset register
• previous minutes
• incoming and outgoing correspondence.

Treasurer

Provide the treasurer with:

• receipt books
• bank accounts
• any other financial information.

Public officer responsibilities

The public officer is responsible for ensuring that the prescribed documents are lodged and their details are up to date.

The association doesn't need to provide an update on committee members or the board. These changes are noted in the financial statement.

Contact

Contact the associations team.