Role of the Secretary

The Secretary is responsible for the documentation and communication of the activities of the committee. The secretary is the primary administration officer of the committee and provides the links between the committee, members and outside agencies. The Secretary should be a good communicator, maintain confidentiality on relevant matters and have the ability to delegate tasks and supervise others. Amongst the Secretary's tasks are to prepare agendas, ensure minutes are distributed, and receive and disseminate correspondence to and from the toy library.

Key tasks & responsibilities

• Liaise with the President to ensure that the responsibilities of the Secretary, as set out in The Constitution, are met.
• As soon as possible after each meeting, record and type minutes of monthly committee ensuring action points are noted.
• Liaise with President re correspondence and drafts of minutes. Record correspondence for Committee and respond to correspondence as advised by the Committee.
• Distribute meeting minutes to all committee members no later than one week after each meeting.
• Have minutes signed by Chairperson at each meeting at which they are confirmed, whether or not changes have been minuted.
• File all minutes and keep all reports presented to Committee after relevant minutes.
• Record and type minutes of AGM and Special General Meetings and file these, to be read later at next AGM.
• Follow up newly elected Committee and skilled members and notify them of meeting dates and handover details.
• Participate in Committee decision-making and voting.
• Perform the role of Public Officer as prescribed in the Associations Incorporation Reform Act 2012 (Vic).

Public Officer Objective: To perform the statutory requirements of the Toy Library’s nominated Public Officer.

• Notify Consumer and Business Affairs Victoria of appointment of Public Officer within 14 days.
• Lodge Annual Return with Consumer and Business Affairs Victoria within one month after the Toy Library’s Annual General Meeting.
• Notify Consumer and Business Affairs Victoria of any changes made to The Constitution at Annual General Meeting or Special General Meeting within 28 days.
• Be responsible for the custody of the Common Seal and produce any of the Toy Library’s books to the Registrar if required.

Documentation/Items

• Minutes folder in Dropbox
• Common Seal

The Secretary is usually governed by further rules, such as needing to be at least 18 years old and live in Australia.