Meetings & Roles
Committee of Management: Who Does What
A plain-English guide to committee of management roles for community groups — what the president, treasurer, secretary, and general members each do.
A committee of management is the group of elected people responsible for running your organisation. The main roles are the president, treasurer, and secretary. Together they are called office bearers. Understanding who is responsible for what makes everything run more smoothly.
Why clear roles matter
When everyone knows their job, things get done without overlap or gaps. When roles are blurry, work falls through the cracks or lands on one exhausted volunteer. A well-defined committee also gives your members confidence that the group is in good hands.
For incorporated associations, the committee also carries legal responsibility for the organisation. That is not a reason to panic — it is a reason to take the roles seriously and support each other.
The president
The president is the public face and formal leader of the group. Their responsibilities typically include:
- Chairing meetings — keeping discussions on track and ensuring everyone has a say
- Representing the group — speaking on behalf of the organisation at events, to funders, or with partner organisations
- Supporting the committee — keeping an eye on the overall health and direction of the group
- Signing documents — many agreements and official documents require the president's signature alongside the secretary's or treasurer's
The president does not need to do everything. Their job is to make sure the right things are happening and the committee is working well together.
The treasurer
The treasurer looks after the money. Their core duties are:
- Recording all income and expenses
- Managing the bank account (usually as a joint signatory)
- Preparing a budget at the start of each year
- Reporting to the committee at every meeting
- Producing the financial report for the AGM
See our full guide on treasurer duties for a detailed breakdown of what this role involves day to day.
The secretary
The secretary is the administrative backbone of the group. They typically:
- Manage correspondence — incoming and outgoing letters and emails on behalf of the organisation
- Prepare and distribute meeting agendas — in consultation with the president, before each meeting
- Take or organise the taking of minutes — and circulate them to the committee promptly
- Maintain registers — the register of members, the register of committee members, and sometimes the register of rules
- Handle official filings — lodging the annual return or other documents with your state regulator
See our meeting minutes template for help with the minutes side of the role.
General committee members
General (or ordinary) committee members don't have a specific office, but they are full members of the committee with the same legal responsibilities. Their contribution might be:
- Leading a subcommittee or working group (events, grants, volunteers)
- Representing a particular constituency or location
- Bringing specific skills — marketing, trades, languages
- Sharing the load on tasks that don't fit neatly into one office bearer role
Good general committee members are actively engaged, not passive attendees.
Other roles you might have
Some groups have additional office bearers depending on their size and activities:
- Vice-president — supports the president and steps in when they are unavailable
- Public officer — a legal requirement in some states; the person whose name appears on official filings and who receives correspondence from regulators
- Minute secretary — takes the minutes so the secretary can focus on facilitation
- Fundraising coordinator — manages events and grant applications
Check your rules to see which roles are required versus optional.
How committee members are appointed
Most committee members are elected by members at the AGM (annual general meeting). Some roles — particularly casual vacancies — can be filled by the committee between AGMs, called a co-option. Your rules will specify the process.
See our guide on how to run an AGM for how elections work at the meeting.
Sharing the load
Burnout is one of the biggest risks in volunteer-run organisations. If your committee is small, think about which tasks can be delegated to subcommittees, working groups, or general members. The committee is responsible for decisions — it doesn't have to do all the work itself.
Swoop's governance tools let you record committee roles and keep track of who holds what position, so nothing gets lost when people change over.
---
If you'd like a hand setting up your committee structure in Swoop, you can book a yarn with us.
Common questions
- What is a committee of management?
- A committee of management is the elected group of people responsible for running a community group or incorporated association. It typically includes a president, treasurer, secretary, and general committee members.
- How many people do you need on a committee of management?
- Most incorporated associations require at least three committee members, but the minimum varies by state. Your rules document will specify the required number and roles.
- What is the difference between a president and a chairperson?
- In community groups, these terms are often used interchangeably. The president is the elected leader of the organisation; when they chair a meeting, they are referred to as the chairperson.
- Can committee members be paid?
- Most volunteer committees are unpaid. Paying committee members is allowed in some structures but may affect your not-for-profit status. Check your rules and, if relevant, your ACNC (Australian Charities and Not-for-profits Commission) registration.
- What happens if a committee position becomes vacant mid-year?
- Most rules allow the committee to co-opt (appoint) a person to fill a casual vacancy until the next AGM. Check your rules for the process.