Creating Structures
6. Committees and Leadership
How the committee functions
The Committee is the engine of the Association.
It carries out decisions made by members and ensures that the organisation operates with discipline, integrity, and purpose.
When Committee members understand their roles, communicate effectively, and act collectively, the Association functions smoothly and builds trust.
Strong leadership is not about one person being in charge, but about a coordinated team that shares responsibility and leads through example.
This module explains how Committees operate, how leadership principles apply in practice, and how teamwork turns structure into action.
1 Committee Structure and Functions
Under Section 7 (The Committee), every Association must have a Committee responsible for managing its affairs between General Meetings.
The Constitution defines:
- the composition of the Committee,
- the election and tenure of office-bearers, and
- the powers and duties delegated to them.
The key roles are summarised in Appendix H (Office-Bearer Role Summaries) and supported by By-Law 3 (Elections).
Each office-bearer shares collective responsibility: decisions are made together, recorded in the minutes, and implemented under the Constitution.
This structure ensures that leadership is both accountable and transparent.
Trainer’s Reflection
The Committee’s strength lies in its shared discipline. Collective responsibility keeps decisions balanced and fair.
2 Leadership in Practice
Effective leadership depends on four essential disciplines drawn from the Constitution and By-Laws: Clarity, Composure, Consistency, and Communication.
Together, they shape the culture of leadership within the Association.
Clarity – Knowing Duties and Limits of Authority
Every office-bearer must understand both their responsibilities and their limits of authority.
- Section 7 (The Committee) outlines each position’s duties.
- Section 7.3 states that the President chairs meetings and provides leadership on behalf of the Association, with public statements authorised by the Committee under Section 7.4 (Decision-Making).
- Appendix H provides practical summaries of each role.
Clear boundaries prevent overlap, duplication, and confusion.
Composure – Conducting Meetings Respectfully and Calmly
Composure is the practice of fairness and order.
- By-Law 2 (Meetings) establishes a standard agenda and procedure for discussion and voting.
- By-Law 6 (Code of Conduct) requires members to treat one another respectfully and follow due process.
This framework ensures that leadership behaviour sets a professional tone for the Association.
Consistency – Keeping Accurate Records and Following Through
Reliable records build credibility.
- Section 11 (Record-Keeping) requires that the Secretary and Treasurer maintain all records accurately.
- By-Law 5 (Records and Registers) mandates that minutes, votes, and reports be retained for at least five years.
- Appendix J (Financial Record Template) provides a standard format for financial reporting.
Consistency in records and follow-up actions shows that commitments are real and measurable.
Communication – Keeping Members Informed and Involved
Good communication connects the Committee with its members and the wider movement.
- By-Law 2.5 (Minutes) requires that minutes record attendance, motions, and results and be confirmed at the next meeting.
- By-Law 7 (Delegates to the State Association) ensures feedback between local and State levels.
Clear communication makes governance visible and encourages participation.
Practice
Review Appendix H (Office-Bearer Role Summaries).
Identify one action for each role that supports clarity, composure, consistency, or communication within your Committee.
3 Induction and Succession
Induction gives new Committee members the knowledge and confidence to perform their duties from the outset.
Under Section 15 (Governance and Compliance), new members must receive:
- a copy of the Constitution and By-Laws,
- their role summary, and
- the Compliance Calendar (Appendix E).
Succession planning ensures continuity by preparing capable members for future leadership.
Committees should:
- encourage assistants or deputies to learn key roles,
- maintain shared (not personal) records, and
- provide opportunities for members to build experience through participation.
Trainer’s Reflection
Leadership is sustained through preparation. Induction and mentoring protect the Association from disruption when people change roles.
4 Teamwork and Accountability
Committees function best when every member respects procedure and acts collectively.
Under Section 7.4 (Decision-Making) and By-Law 2 (Meetings):
- decisions are made by majority vote,
- the Secretary records resolutions and attendance, and
- members must declare any conflict of interest (By-Law 6 – Code of Conduct).
Each office-bearer is answerable to the Committee, and the Committee as a whole is accountable to the membership through reports at General Meetings.
This shared accountability keeps leadership transparent and trusted.
Practice
Trace one Committee decision from motion to completion: note who proposed it, how it was approved, recorded, implemented, and reported.
Discuss how this process demonstrates accountability.
Summary
Committees succeed when leadership is transparent, teamwork is balanced, and responsibilities are clearly understood.
Defined roles, orderly communication, and consistent records build confidence and capability.
Strong Committees show that discipline and cooperation achieve results more effectively than authority alone.
[NEXT: COMMITTEE MEETINGS AND DECISION-MAKING]
Next Steps
Continue to Module 7 – Committee Meetings and Decision-Making to learn how to plan, conduct, and record meetings that turn leadership into organised action.
When reviewing your Committee’s practices, use the Heritage Australians Constitution Toolkit to:
Refer to Appendix H (Office-Bearer Role Summaries) for duties and expectations.
Review By-Law 2 (Meetings) for procedures and agendas.
Confirm record-keeping standards in
By-Law 5 (Records and Registers).