Who me - a secretary?
Every incorporated association is required to have a secretary. Some are volunteers who are prevailed upon to nominate after an awkward silence at the Annual General Meeting with a bare quorum of members. If you are having second thoughts, take heart in the fact that tens of thousands of ordinary Queenslanders have been successful secretaries.
At the other end of the scale, there are secretaries who are the paid employees of clubs with poker machines and substantial business activities. As well as managing the operations of the club, such managers are required to perform secretarial functions.
This section is designed to assist both the volunteer secretary of a small club or association and the professional secretary of a large club. While the secretary of an association has no discretion about complying with provisions of the Act described in this book, many of the registers are purely guides. Secretaries should feel free to adopt and alter the models as they see fit for their association and the unique circumstances in which they find themselves.
Where does the secretary fit in?
There are three officers of incorporated associations who have specific responsibilities under the Associations Incorporation Act 1981 (Qld). They are the president, the secretary and the treasurer. The Act’s policy is to make the secretary the public point of contact. It is the secretary who is personally liable for many defaults under the Act.
The secretary is a key person in the success of any incorporated association. The secretary not only has the responsibilities set out in the Act and the rules of the incorporated association, but also unwritten obligations that will provide work for the secretary. A secretary should not assume office without an enthusiasm for the association that will last until the next annual general meeting, adequate time for the task, interest in committee work, knowledge of the association, and a good rapport with the president.