A building board is usually small, made up of volunteers with day jobs. Without a clear division of work, a few people end up doing everything and the rest stop attending. A little structure makes the work lighter and the decisions better.
Common roles
- Chair. Runs the meetings, keeps discussion focused and makes sure decisions are taken.
- Treasurer or finance lead. Oversees the bank account, the budget, the arrears and the reports. This does not have to be an accountant.
- Compliance lead. Owns the safety and statutory calendar.
- Contractor lead. Manages the main contractors and the repairs log.
- Communications lead. Keeps residents informed.
- Secretary. Handles the notices, minutes and filings, or oversees the person or firm that does.
In a small building, one person may hold several roles. What matters is that each task has a named owner and a named deputy.
Delegation
Directors can delegate work, but not responsibility. Set out in writing:
- what is being delegated, and to whom;
- the spending limit or other boundaries;
- what must be reported back, and how often;
- when the delegation will be reviewed.
Examples of sensible limits: one director may instruct urgent repairs up to a set amount; two must sign any payment above it; anything over a higher limit goes to the full board.
Making good decisions
- Circulate papers before the meeting.
- State the decision needed, the options and the cost.
- Declare any interests.
- Record the decision, the reasons and any dissent.
- Check that the decision is within the lease, the articles and the budget.
Meetings that work
Keep them short and focused. Use a standing agenda: matters arising, finance, safety, contractors and repairs, residents, other business. Agree actions with names and dates, and start each meeting by reviewing the last one.
Keeping the board going
- Rotate roles from time to time, so that knowledge is shared.
- Train new directors, and give them a handover pack.
- Recruit early, before anyone burns out.
Next steps
- Write down the roles and who holds them.
- Agree the delegation limits.
- Adopt a standard agenda.
- Set up a shared place for documents.
This guide is general information, not advice on your circumstances. Leasehold law is detailed and changes: check the current position and take advice before acting.