a) Dealing with the society’s correspondence by collecting, record and distribute mail, monitoring specific email address and respond to emails in a timely manner.
i) forward relevant correspondence to committee personnel where necessary. b) Consult with the president regarding the business to be conducted at each committee meeting. c) Prepare and distribute notices required and for the business to be conducted at meetings. d) Maintain on behalf of the society the register of member’s name, phone number and a residential, postal or email address. e) Record in the register any changes in the membership, as required under section 53(1) of the Act. f) Maintain on behalf of the society an up-to-date copy of these rules, as required under section 35(1) of the Act. g) Ensure the safe custody of the books of the society, other than the financial records, financial statements, and financial reports, as applicable to the Society. h) Maintain full and accurate minutes of committee meetings. i) Carry out any other duty given to the secretary under these rules or by the committee. j) Email agenda & reports to Committee at least five (5) days prior to meetings and email minutes at least 3-4 days after meetings. k) Maintain ACNC Charity Portal reporting annually. l) Submit Major Event Application to Shire of Narrogin with relative documentation pertaining to this application. m) Liaise with the coordinators regularly. n) Book meeting venue. Complete booking form from Shire of Narrogin to book Mayor’s Parlour for committee meetings and submit to the Shire. Collect key from Shire offices day of committee meetings. p) Submit to the Shire of Narrogin the major event application form and relevant documentation pertaining to this application. q) Liaise with relevant coordinators & maintain a spreadsheet for food stall, market and trade stalls applications. r) Coordinate luncheon for committee, stewards, volunteers and judges on Friday before Show Day. Liaise with coordinator of website to add documents and any other information to the website. t) Organise equipment hire quotes and submit to Committee for approval. u) Disclosure of Interests – declare personal interest to members of the committee before next general meeting held by the society, either by verbal or submit a written record to members. v) Organise a roster of Duty Office at Regional Leisure Centre on Show Day of relevant committee personnel.