The role and responsibility of the Secretary are governed by the Constitution and By-Laws of the Association.
This page also provides some general guidance and resources for future Secretary of Artifactory.
There is a list in the constitution.
To summarise, the main job of the secretary is to control and maintains the accuracy of the official records (apart from financials). Especially:
- The member roll (name and address). Changes updated within 28 days.
- List of committee members (name and address).
- List of other members authorised to execute documents or otherwise act on our behalf. (name and address).
- The constitution, by-laws, and minutes.
- Documents executed by the association.
The commissioner and our members are entitled to request copies of the first four, so keep them safe!
Other important duties that the secretary is expected to perform (but can be delegated):
- Posting official notice of committee meetings (at least 48 hrs before commencement).
- Taking the minutes at meetings.
- Reporting to 'higher' organisations (e.g. the ACNC).
- Replying to correspondence.
Legislation that we must comply with includes (but is not limited to):
- The Associations Incorporation Act 2015 (WA) and the Associations Incorporation Regulations 2016 (WA), which are the primary legal framework we operate under under West Australian law.
- Most of the tools to comply with our requirements under this Act are available via the AssociationsOnline web portal.
- The Australian Charities and Not-for-profits Commission Act 2012 (Cth) and the Australian Charities and Not-for-profits Commission Regulation 2023 (Cth), relating to our registration with the ACNC at the Commonwealth level.
- Most of the tools to comply with our requirements under this act are available via the ACNC web portal.
- Generally speaking, any time we report an event to the West Australian regulator, that same event will also need to be reported to ACNC. (Example: Change to the rules of the Association.)
- The Income Tax Assessment Act 1997 (Cth) as it relates to deductible gift recipients (DGRs) endorsed by the ATO.
The Association's responsible people (including the secretary) have duties specified in each of these laws. The Association's responsible people must be aware of their duties, which may include reading the relevant legislation, or reading guidance documents from the relevant authorities.