Secretary

Objective

To perform the role of Secretary as set out in The Constitution and to produce and distribute minutes in a timely manner.

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 President 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 (it is common practice for the Secretary to be elected at the AGM to perform the role of Public Officer).

Notify Consumer and Business Affairs Queensland of appointment of Public Officer within 14 days.
Lodge Annual Return with Consumer and Business Affairs Queensland within one month after the Toy Library’s Annual General Meeting.
Notify Consumer and Business Affairs Queensland 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.