Committee Roles

Ruby Australia Docs & Guides
4

Secretary

Responsible to ensure that formal legal and governance requirements of running an association are maintained.

  • General Support

    • Touch base with the president from time to time and check things are on track. Find this works well to do a couple of days before an upcoming meeting or around the times that anything major happens in the organisation.

  • General Meetings

    • Ensure that Notice for Upcoming General Meetings are sent to members well ahead of time.
    • Give the constitution a once over before the meeting so you are across things that might come up.
    • Ensure that minutes of General Meetings are kept (doesn’t mean you need to record them, you just need to ensure they happen).
    • Ensure Minutes of General Meetings are distributed to members (via the RORO list) as soon as possible after a meeting. On the Monday following RailsCamp would be awesome!

  • Committee Meetings

    • Arrange times for upcoming meetings
    • Chair the meetings, though this often falls to the secretary.
      • If the Secretary is not available, then the VP can handle it. If the VP isn’t available, then El Prez can handle it.
    • Send everyone a reminder a few days before the meeting
    • Responsible for recording the committee meeting for future viewing.
    • Ensure minutes are kept. May need to refer to the recording of the meeting in order to cover all the minutes. Minutes are kept in this directory within the ruby.org.au app. Follow the style of the latest minutes.

  • Lodge Forms

    • Lodge change of Public Officer details forms. This is done at Consumer Affairs Victoria.
    • Lodge notice if any constitutional changes ever occur.
    • Address any non-financial official notices that come to the organisation.

  • Online Access

    • Ensure Domain Names other services are re-registered and paid for
    • Ensure that new committee members have access to any resources they need.
      • Separate from the Web responsible person who is building out web tools
    • Ensure that forwarding of email accounts are updated for new office holders (eg. If the treasurer changes, redirect treasurer@ruby.org.au to their email address)

  • Time output: 4-5 hours a week