Creating Structures
2. Defining Roles and Responsibilities
How committees make an organisation work
An effective Association depends on people knowing what they are responsible for and how they work together.
Clear roles prevent overlap, confusion, and tension. They turn enthusiasm into efficiency and ensure accountability is fair.
Defined responsibilities also protect both members and the organisation. Everyone knows the limits of their authority and who they report to. This creates trust and confidence inside and outside the Association.
1. Committee Positions (Elected Roles)
Under Section 7 (The Committee), every Association must have a Committee responsible for management between General Meetings.
Core positions:
- President: Leads the Association, chairs meetings, represents it when authorised, and ensures compliance with the Constitution and By-Laws.
- Vice-President: Supports the President and acts in their absence.
- Secretary: Keeps minutes and correspondence, maintains registers, and issues meeting notices.
- Treasurer: Manages finances, keeps records, and provides reports and budgets.
- Ordinary Members (x2): Undertake tasks and represent members’ interests.
Each office-bearer shares collective responsibility for decisions recorded in the minutes.
2. Other Roles (Appointed or Support Roles)
Committees may create support roles under Section 12 (By-Laws) to manage specific tasks.
Typical examples include:
- Membership Officer
- Project Coordinator
- Communications Officer
- Fundraising Coordinator
- Volunteer Coordinator
- Public Officer (when incorporated)
Each appointed role should specify:
- Purpose – why it exists.
- Duties – what must be done.
- Authority – any decision limits.
- Accountability – who it reports to.
Documenting these details keeps responsibility transparent.
Subcommittees and Project Teams
Under By-Law 9 (Sub-Committees), the Committee may delegate specific tasks to smaller groups.
They must:
- operate within written authority,
- include at least one Committee member,
- report back in writing before each Committee meeting, and
- conclude when their task is complete.
Delegation spreads workload while maintaining control and oversight.
Accountability and Continuity
Good governance depends on accurate information and orderly handovers.
To maintain continuity:
- Keep complete written records (By-Law 5 – Records and Registers).
- Retain documents for at least five years.
- Use Appendix H (Office-Bearer Role Summaries) during induction.
Mentoring new Committee members strengthens capacity and stability.
Practice
Using Appendix H, match each role with one action it performs at meetings or between meetings.
Discuss how clarity in these duties prevents confusion and builds teamwork.
Trainer’s Reflection
Roles are about function, not status.
When each person fulfils their duties calmly and consistently, the Committee becomes a coordinated team rather than a hierarchy.
Summary
A capable Association relies on clear roles, collective accountability, and cooperative leadership.
Defined responsibilities ensure fairness and predictability, allowing decisions to be made efficiently and implemented confidently.
[NEXT: FOUNDATIONS OF GOVERNANCE]
Next Steps
Continue to Module 3 – Foundations of Governance to understand how decisions, authority, and accountability work together under the Constitution.
Use the Constitution Toolkit to:
- Confirm your Committee structure in Section 7 (The Committee).
- Adopt role summaries from Appendix H.
- Record delegated duties in your By-Laws and meeting minutes.