Leading a group is a big responsibility. If you are leading an incorporated organisation, you will need to follow a set of rules set out in a constitution that determine how the group is governed.
Governing Committees or Boards are made up of Office Holders with distinct responsibilities. There are certain positions on a committee that have legal responsibilities, these are known as “Office Holders”.
The President or Chairperson is the Committee or Board leader. It is their job to guide the Committee and ensure that strategic goals and objectives are being met.
The Treasurer is responsible for organisation finances, for ensuring that financial records are kept in good order and to make sure that tax statements are filed on time. The Treasurer is required to submit records annually to Consumer Affairs Victoria.
The Secretary keeps records of meetings and actions taken by the committee. The Secretary also has legal requirements to submit records to Consumer Affairs Victoria.
These are committee members who may hold responsibility for certain group activities, but are not Office Holders.
They are required to vote on committee matters, and to contribute to the governance of the organisation.
It is a good idea to plan for succession by including Vice committee members. For instance, many organisations understand that the role of President or Chair can require support, and choose to have a Vice President who can share the leadership role. A Sub-Secretary or Vice Treasurer are also a good idea as this means your group will have a second person who can assist with the legal requirements of those roles and be trained in the role should a new Secretary or Treasurer be needed.
Useful Links & Downloads:
Our Community – Board Members and What They Do
NFPLaw – Toolkit: The Secretary’s Satchel. Everything you need to know if you are a Secretary
Template: Sample Committee Member Role Description