Secretary The Secretary is responsible for: Governance •Ensure all correspondence and official records of the association (other than financial records) are up to date, accurate and in order; •Work with the committee to ensure all correspondence that relates to the committee is dealt with in a timely manner; and •Know the rules of the organisation and take responsibility for all the legal requirements of incorporation, including lodging the organisation’s financial statements after the AGM to the peak regulatory body. Public officer (Maybe appointed by committee) •Take on the role of Public Officer; and •Managing the associated administrative requirements for the committee & holding the position of public officer (must be an ACT resident) Planning •Assist the committee to develop and implement a strategic plan for the organisation. Committee Meetings •Send invites for committee meeting (at least 1 week prior to meeting) and invite members and staff to indicate agenda items 3 days before the meeting. •Send Draft agenda items to president for confirmation 3 days before the meeting. •Receive reports from coordinator, director, volunteer program facilitators and members (at least 2 days prior to meeting) •Send reports out to committee member, confirmed agenda and updated Action Summary Sheet (at least 1 day prior to meeting). •Ensure the minutes of the meeting are taken or delegated to a minute taker. •Sent minutes to committee, Action Summary sheet (with link to access and prompt to update action summary sheet) (within 1 week of meeting). •Save minutes and action summary sheet in committee meetings folder on SharePoint. AGM Specific Tasks (November) •Send out notice for AGM to all financial members of DCC; •Invite to nominate for committee roles advertised and collate nominations for AGM (October); •Maintain induction kit for new committee member and provide a copy to all new Committee members on appointment; and •Update committee members spreadsheet on SharePoint within 1 week of the AGM. Administration Management •Ensure the policies and procedures for the organisation are kept up-to-date on share point site; •Ensure all letters are corresponded to and all documents are properly filed; •Maintain custody of all books, documents, records and registers of the organisation; and •Maintain the register of members and management committee members. Legal obligation Tasks •Annual Return (AR) – to be completed within 6 months of the end of FY •Change of Committee Particulars (A9) – to be completed if there is any change to Committee membership. Usually this is done after the AGM in November or where changes to committee members change; •Change of Public Officer Particulars (A5) – this office is to be held by the Secretary. If the form is lodged more than one month after the change.