Office bearers’ responsibilities
President
The president:
- chairs the committee
- plays a major role in general meetings.
Under the model rules, the president must chair every meeting they attend. If they can’t attend a meeting, another committee member can sit in as acting chair.
Secretary
The secretary’s duties include:
- keeping the register of members
- sending and receiving letters, emails or other documents
- advising the president or treasurer about urgent matters that arise from letters or other documents
- taking nominations for the committee
- telling members about meetings (giving plenty of notice)
- calling and convening all meetings
- arranging the venue
- preparing the agenda
- gathering and presenting any relevant documents
- taking and keeping minutes of meetings and making them available to members.
Treasurer
The treasurer is responsible for the financial affairs of the association. Their duties might include:
- keeping and maintaining an asset register for the association
- managing the petty cash balance
- keeping the petty cash book up to date
- documenting all payments made, including receipts, invoices and statements
- maintaining all deposit and cheque books
- making sure that the committee
- approves or ratifies all payments made
- records details of these payments in the minutes
- keeping all financial records in Queensland.
They must also keep track of payments received by using either:
- a receipt book of consecutively numbered receipts
- a computer system that keeps track of these records.