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Secretary Job Description

Busselton Allsports Inc. Secretary Job Description

Key Tasks & Responsibilities

The Secretary has the following duties:

  • Dealing with the Association’s correspondence;
  • Consulting with the chairperson regarding the business to be conducted at each committee meeting and general meeting;
  • Preparing the notices required for meetings and for the business to be conducted at meetings;
  • Unless another member is authorised by the committee to do so, maintaining on behalf of the Association the register of members, and recording in the register any changes in the membership, as required under section 53(1) of the Act;
  • Maintaining on behalf of the Association an up-to-date copy of these rules, as required under section 35(1) of the Act;
  • Unless another member is authorised by the committee to do so, maintaining on behalf of the Association a record of committee members and other persons authorised to act on behalf of the Association, as required under section 58(2) of the Act;
  • Ensuring the safe custody of the books of the Association, other than the financial records, financial statements and financial reports, as applicable to the Association;
  • Maintaining full and accurate minutes of committee meetings and general meetings;
  • Carrying out any other duty given to the secretary under these rules or by the committee.
  • To foster a positive working relationship with other Committee members
  • Be aware of and abstain from any conflict of interest
  • Assist other Committee members when necessary
  • Adopt the culture of fostering future leaders and committee members

Essential & Desirable Criteria

  • Essential sound knowledge of Microsoft Office Suite (Emails, Word, Excel)
  • Desirable knowledge of Dropbox or similar platforms
  • Desirable previous board or committee experience
  • Desirable knowledge of the not for profit sector (Incorporated Associations)

Time Commitment:

  • Attendance at Committee meetings, monthly initially, then fortnightly and weekly meetings in February
  • Estimated time commitment of about 2 hours per meeting or as required

On Request

  • Strategic Plan
  • Privacy Policy
  • Rules of Association

Busselton Allsports Inc. is an Incorporated not for profit association founded in 1994. The Busselton Jetty Swim Committee is the governing body of Busselton Allsports Inc., with its sole purpose to organize the annual Busselton Jetty Swim. The present committee consists of eighteen local residents, with a variety skills. There is NO staff employed by Busselton Allsports Inc. to administer this event. The Event Coordinator, appointed on a 12 month contractual basis, oversees partnership and operations management.

As an Incorporated Association, our organisation ensures it is not in breach of its fiduciary obligations to the Australian Business Register (ABR), Australian Taxation Office (ATO), and the Department of Mines, Industry Regulation and Safety with transparent financial reporting on a regular basis and compliance documentation submitted within deadlines.

As per the Busselton Allsports Inc. Strategic Plan 2017 to 2020 (currently under review), the event business plan showcases the following;

Our Mission

To inspire and engage individuals, businesses and the local community to celebrate community participation and endeavour, by staging an annual swim around the Busselton Jetty.

Our Values

Participation:

In acknowledgement of the value of community involvement, we encourage and nurture participation in the event, be it as a swimmer, volunteer, sponsor, or spectator.

Affordability:

Actively seeking new ways to keep the swim affordable for the wider community, whilst ensuring it remains financially viable.

Inclusion:

We are committed to running an event that is inclusive rather than elite in its focus.

 Good Governance:

As an Incorporated Association, our organisation must comply with the Associations Incorporation Act 2015. The committee subscribes to this model of governance to ensure that we can continue meet our strategic objectives.

Community:

Developing an event that inspires, engages and benefits the community with a strong emphasis on volunteering, community service and leadership, with strong business benefits for community groups and local businesses.

Our Objectives

  • Sustain, deliver and develop the annual Busselton Jetty Swim in line with our values.
  • Encourage people to explore the personal and social values of regular physical activity by participating in regular swimming.
  • Encourage community participation through volunteering, business partnering and sponsorship.
  • Ensure the event is adequately resourced by collaborating with key stakeholders and other organisations.
  • Strive for excellence in governance and to remain compliant with the Associations Incorporation Act 2015

The Executive Committee are currently seeking Expressions of Interest for additional committee members to join the current team. If you have a passion for your community, civic service, and outdoor sporting events and enjoy being part of a team, you are encouraged to apply.

Committee comprises of:

President, Vice-President, Secretary, Treasurer plus 14 additional portfolios held by committee members - Race Director, Volunteer Manager, Merchandise Officer, Junior Swim Officer, Risk Management Officer, Assistant Secretary, One Mile Swim To Shore Officer and three general committee members.


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