The committee

The Management Committee runs the Association between Annual General Meetings. It is elected by members at the AGM, it is a cross-section of residents, and apart from the professional services the Association buys in, every member of it is a volunteer.

Who is on it

Alongside the officers sit the Road Representatives and the leads of the sub-committees: Planning, Infrastructure, Coastal, Greensward, and Communications and Policy.

There are up to eighteen officers, and eight form a quorum. The Chair rotates every three years. The committee can fill vacancies that arise during the year.

How often it meets

Every four to six weeks. The committee splits into sub-committees to work through specific issues between meetings.

The Chair, Vice-Chair, Secretary and Treasurer, together with at least two other committee members who are available, can form an Executive Committee to deal with genuine emergencies.

What each officer does

The Chair provides leadership and direction, makes sure the committee functions and the Association is well run, supports the other officers, represents the Association publicly, and arranges legal advice where the Association needs it.

The Vice-Chair deputises for the Chair, takes on whatever the Chair asks, acts as policy auditor, and coordinates Neighbourhood Watch across the estate.

The Treasurer monitors the finances, cash flow, banking and bookkeeping, and reports to the committee. They develop a financial plan for the year and for the longer term, pay accounts as the committee directs, and prepare an income and expenditure account and balance sheet at each year end for the AGM.

Cheques are signed by the Treasurer and countersigned by the Secretary. In an absence or emergency the Chair or Vice-Chair may sign for one of them, but not for both.

The Secretary organises meetings, sets the agenda with the Chair, takes and circulates minutes, and maintains the Association’s records, correspondence and formal documentation. These are constitutional duties of the office; day to day they are currently carried out by the managing agents under contract, rather than by a committee officer.