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Committee Members' Roles
This page is subject to our Disclaimer.
Ordinary Committee Members
CBA description
Duties:
- Attend all meetings;
- Be interested and involved;
- Participate fully;
- Listen to others;
- Clarify points;
- Consider ideas carefully;
- Voice concerns / opinions;
- Act in the best interest of the Association;
- Comply with
the constitution;
- Comply with the Act;
- Ensure that "Public Officer" position
is not vacant for more than 14 days.
As per Sec 27(6) of Associations Act,
each member
of the committee
may be penalised otherwise.
President
CBA
description
This office forms part of the Executive Committee.
Duties:
- Represent the organisation at local, regional and national
levels;
- Be a supportive leader for all organisation
members;
- Act as a facilitator for organisation activities;
- Ensure
that planning and budgeting for the future is carried
out in accordance with the
wishes of the members.
- Chair meetings:
- Direct overall business and behaviour;
- Control timing
of meeting;
- Control order of speakers;
- Keep discussion on track;
- Frequently summarise.
Vice President
CBA
description
This office forms part of the Executive Committee.
Duties:
All
duties of the President in the absence of the President
(stand-in
for President).
Secretary
CBA
description
This office forms part of the Executive Committee.
Duties:
- Receive applications by members to inspect Register
of Members;
- Maintain associations correspondence in and
out records;
- Draft correspondence as required;
- Make arrangements for
meetings;
- Provide notice of meetings and agendas;
- Take accurate
and concise minutes;
- Write up and circulate minutes;
- Ensure minutes are signed
once ratified at the next meeting;
- Maintain minute
folder/book;
- Follow up on ‘action’
points.
Treasurer
This office forms part of the Executive Committee.
The Treasurer is required to keep accounts for the receipt
of money, its property, credits and liabilities of the club.
These records are open for inspection by club members. These
records are kept at the DGC administration office.
The Treasurer supervises the receipt of all monies paid to
the Club. All cheques, drafts, bills of exchange, promissory
notes, and other negotiable instruments shall be signed by
the Treasurer or, in his/her absence, by such other member
or members of the committee as the committee may nominate
for that purpose, and shall be countersigned by an Executive
Committee Member (Read Sec 8F)
Any
sum over $50 that the club needs to spend must
be in the form of a cheque – sec8(d)
Financial accounts are audited annually by an auditor elected
at the AGM. Changes to auditors must be recorded at the Commissioner’s
office (Sec 52 Associations Act).
The Treasurer of the Association shall cause to be delivered
to the auditor a list of all the accounts, books and records
of the Association (10D). The auditor has the right to examine
all necessary records of the club or examine any member of
the club in relation to the club’s accounts.
Duties:
- Prepare of budget;
- Liaise with Manager or Bookkeeper;
- Be one of at least two cheque signatories;
- Be responsible for all receipts and ensuring all funds
are paid into the associations bank account;
- Be responsible for making all payments,
but only with the authority of a general
meeting
or the
committee;
- Provide a report to each
management committee meeting or whenever directed
to do so by the
Chairperson/President. This includes:
- Cash
receipts;
- Payments for approval;
- Funds held at the bank;
- Assets held by the association;
- Financial position of
the association.
- Provide information and financial
statements
to the auditor for audit.
- Ensure that all record-keeping
and reporting
are carried out within the
required
timeframe.
- Ensure
accounting
records:
- are
correctly recorded
and that
all transactions
are clearly
explained;
- provide a
true and
fair view
of the
accounts;
- can be
easily audited;
- are retained
for 7
years.
Public Officer
The Public Officer is the registered representative of the
association, the person whom legal process, notices or documents
are served
or sent. This position should not be vacant for more than
14 days. Although the Public Officer is not a Committee Member,
s/he may hold any other office in the club.
Public Officers should read the following sections of the
Associations
Act: Sec 27, 28, 34, 45 and 118.
Prerequisites for appointment:
- Be a member or employee of the association;
- Be
a resident in the Territory;
- Be over the age of 18
years;
The Public Officer position is vacated if the Public Officer:
- dies;
- becomes bankrupt or applies to take the benefit
of a law for the relief of bankrupt or insolvent
debtors or compounds
with his or her creditors;
- becomes of unsound
mind;
- resigns office by signed notice to the committee
of the association;
- is removed by resolution
of the members of the association passed in accordance
with its
constitution; or
- ceases to be resident
in the Territory.
Duties:
- Notify the Commissioner’s
office in writing, within 14 days of being appointed,
or of any changes
to his/her contact details occurring;
- Sign all legal demands made by the association;
- Ensure that the association’s audited annual accounts
are lodged with the Commissioner’s
office within the prescribed
time;
- Keep a copy of the Constitution
and make it available to members on request;
- Make a register of members available for inspection
by members of
the association;
- Remove vacating club
members from the Register of Members
when received
written
resignation;
- Ensure that
accurate minutes are recorded and retained for 7
years;
- Take all reasonable steps
to ensure the association
complies with this Association
Act;
- Be responsible
for the Club’s seal;
- Take
the necessary
steps to ensure
that there is
nothing preventing
a member from
becoming a
committee
member. (Sections
30 and 40 of the Association Act defines
persons
who are
disqualified
or are not to
be members of
a committee. eg. bankruptcy; criminal
history etc);
- The
public officer of the
Association
shall, at
least 14 days
before the
date fixed for holding
an Annual
General
Meeting of
the association cause
to be included
in the newsletter
and posted
around the
club premises an advertisement
specifying
the place,
day, date
and time
for holding of the
meeting
and
the nature
of the
business
to be transacted
thereat;
- Receive
written
nominations of
officers
and ordinary
committee
members
7 days
prior
to the AGM;
- Calling
meetings
of
a sub-committee.
(Constitution
Sec28D)
- Ensure
that every
12 months
the association
prepares the
annual statements
of accounts
and that
these are
audited by
the appropriate
person;
- Ensure the
annual statements
of accounts
are lodged
with the
Commissioners office
within the
specified time;
- Under Sec32C of the Constitution, where
the Committee
expels a
member from
the Association,
the public
officer
shall serve
on that
member, a
notice in
writing (with
prepaid envelope);
- Under Sec32E of the Constitution, in case
of an
appeal, the
public officer
shall
notify the
committee of
its receipt
and the
committee shall
hold
a special
general meeting
within
21 days
after the
date on
which the
public officer
receives the
requisition;
- Under Sec34B of the Constitution, the seal of the Association
shall be affixed to any instrument only by the
authority
of the committee. Affixing shall be
witnessed by the signatures of 2 members of
the committee or 1 member
and of the public officer
or such other person as the committee may appoint for
that
purpose;
- Notice of the proposed amendment to the constitution
shall be included in the notice calling the Annual
General Meeting;
- Lodge the passed amendments with the Registrar
of Associations in the
NT
for approval;
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