Most estate committees in Nigeria start with tremendous goodwill: a newly elected Executive Committee (EXCO) of passionate homeowners determined to fix the roads, clean the drainage, and tighten gate security. But within six months, paralysis often sets in. The Treasurer and Financial Secretary argue over who controls invoices, the Chairman makes commitments without board approval, and the General Secretary complains of being excluded from decisions.
The antidote to committee infighting is crystal-clear role definition. Here is the standard governance blueprint for Nigerian estate associations.
1. The Chairman: Strategy and external representation
The Chairman is the executive leader of the estate, not an authoritarian landlord. Their core duties include:
- Presiding over all EXCO monthly meetings and Annual General Meetings (AGMs).
- Serving as the official liaison with external authorities: Local Government (LCDA), Police Divisional Police Officer (DPO), and electricity distribution company (DisCo) managers.
- Signing official contracts, contractor agreements, and legal documents on behalf of the association as authorized by the board.
- Serving as the primary signatory (Group A) on the association bank account.
2. The General Secretary: Institutional memory and communications
The General Secretary keeps the machinery of the association running smoothly. Key responsibilities:
- Recording, documenting, and circulating minutes of all EXCO meetings and AGMs within 7 days.
- Drafting and publishing all official estate circulars, notices, and bye-law reminders to residents.
- Maintaining the official register of residents, landlords, and tenant contacts.
- Filing annual returns with the Corporate Affairs Commission (CAC) to maintain active corporate status.
3. Financial Secretary vs. Treasurer: Ending the confusion
The biggest conflict on Nigerian estate committees happens between the FinSec and the Treasurer. The standard separation of powers is simple:
- The Financial Secretary calculates the bills, issues invoices, tracks defaulters, and maintains resident ledgers. The FinSec deals with the *people and records*.
- The Treasurer holds the money, executes approved payments at the bank, reconciles bank statements, and prepares the balance sheet. The Treasurer deals with the *bank and disbursements*.
4. The Chief Security Officer (CSO): Gatehouse and perimeter oversight
The CSO acts as the direct supervisor of the contracted security guard force. Duties include conducting unannounced night-shift inspections, auditing visitor log compliance, testing electric fences, and liaising with the local police patrol team.
