05. Role of the secretary
The secretary of the Commonhold Association serves as a key administrative figure responsible for maintaining records, correspondence, and documentation. This individual often plays a pivotal role in facilitating communication between unit-holders, directors, and external parties. Their role contributes to the smooth functioning and effective management of the association's affairs.
Here are key aspects highlighting the significance of the secretary's role:
| Administrative hub | The secretary acts as the administrative hub of the Commonhold Association, overseeing various administrative tasks essential for its operation. This includes maintaining records, managing documentation, and ensuring that essential information is organised and accessible. |
| Record keeping | The secretary acts as the administrative hub of the Commonhold Association, overseeing various administrative tasks essential for its operation. This includes maintaining records, managing documentation, and ensuring that essential information is organised and accessible. |
| Correspondence management | The secretary is often the point of contact for both internal and external communication. They handle correspondence between unit-holders, directors, and external entities. This role ensures that information flows smoothly within the association and that relevant parties are informed of important matters. |
| Meeting facilitation | During meetings of the Commonhold Association, the secretary plays a crucial role in facilitating the proceedings. This involves preparing the agenda, recording minutes, and ensuring that discussions are well-documented. The secretary contributes to the transparency and accountability of the association's decision-making processes. |
| Communication liaison | Acting as a liaison, the secretary helps facilitate communication between unit-holders and the board of directors. They may convey concerns or queries from unit-holders to the board and vice versa, fostering open communication and collaboration. |
| Compliance and governance | The secretary assists in ensuring that the Commonhold Association operates in compliance with its governing documents, legal requirements, and relevant regulations. This includes keeping track of deadlines, filing necessary paperwork, and contributing to the association's overall adherence to governance standards. |
| Organisational memory | As a custodian of records, the secretary helps maintain the organisational memory of the Commonhold Association. This historical perspective is valuable for continuity, enabling the association to learn from past experiences and decisions. |
| Support for directors | The secretary provides essential support to the board of directors by handling administrative tasks, maintaining records, and ensuring that directors have the information they need for effective decision-making. |
The role of the secretary in the Commonhold Association encompasses a wide range of responsibilities, all aimed at promoting effective governance, communication, and transparency. Their contributions are instrumental in maintaining the association's records, facilitating communication, and supporting the overall well-being of the community.