SRB Secretary Duty Statement

SRB Secretary Duty Statement
The Secretary is the main contact person for the Society and must ensure effective communication
between Council Members, make announcements to the membership, ensure enquiries are
answered or directed to the appropriate Portfolio Officer, regularly liaise with the Secretariat staff
(Mike Pickford and Heather Prowd), maintain website content and archive all relevant information
and correspondence (electronically and/or hard copies).
The Secretary must also perform and coordinate numerous tasks to ensure various aspects of the
Annual Conference run smoothly. These include, booking and setting up the exhibitor display booth
at the Annual Conference, attending the Presidents Breakfast, ensuring running sheets for events
(i.e. welcome function and conference dinner) are prepared, organise the printing of certificates for
all the award winners for presentation at the conference dinner, and ensure the sponsors of the
awards are photographed with the winners.
A number of critical tasks that the Secretary must coordinate are detailed below.
1. Annual General Meeting tasks
Prepare the agenda, collate the minutes of the previous AGM and all portfolio reports received
into a single document (AGM booklet). Organise copies (about 50) to be available at the AGM.
Organise an attendance sheet to be passed around. Record the minutes of the AGM. After the
AGM, check the minutes are correct by listening to the recording.
2. Organise Council Meetings at the Annual Conference
A Council Meeting is held at or near the Conference venue, usually on the Sunday morning.
Another brief Council Meeting is usually held on the final day of the Conference. Liaise with ASN
to book an appropriate room for each meeting. Circulate the meeting agenda, the minutes of
the previous Council meeting, all portfolio reports and relevant documents prior to the Sunday
meeting. During the meetings, record the minutes. After the meetings, check the minutes are
correct.
3. Organise SRB Council Meetings by teleconference on a regular basis.
Arrange a date and time that suits the President, Treasurer and Secretary, then email the details
to the other Council Members. Circulate the meeting agenda, the minutes of the previous
Council Meeting, all portfolio reports and relevant documents prior to the meeting. During the
teleconference, record the minutes of the meeting. After the teleconference, check the minutes
are correct by listening to the recording. Teleconferences should be organised about every 2-3
months (eg. November, February, April-May, July).
4. Organise Elections of Council Members
Send out a call for nominations for Council Members by mid-June (circulate nomination forms).
Deadline for nominations is around the end of June. If a ballot is required, collate the
biographical outlines of the nominees and arrange ASN to hold an electronic ballot for the
membership to vote. Deadline for voting is mid- to late-July. Notify the winners and announce
the results of the ballot to the membership.
5. Founders and Presidents Lecturers
Send out a call for nominations for the Founders and RFD Award Lecturers shortly after the
Annual Conference. Collate the biographical outlines of the nominees and arrange a vote by
Council Members via email (1, 2, 3, etc preferential voting system). Deadline for voting is midto
late-November. Write to the winners outlining the conditions of the award. Announce the
winners to the membership.

6. Fellows of SRB
Send out a call for nominations for Fellows of SRB. Nominations need to be lodged with the
Fellowship Committee by the 1 st May or the last working day preceding the 1 st of May. Write
letters of congratulation to the new Fellows, organise invitations for the new Fellows to attend
the SRB Annual Dinner and ensure the names are announced at the AGM and are added to the
SRB website (with a photo a brief biography).
7. SRB Life Members
Send out a call for nominations for SRB Life Members around June. Circulate the nominations
received to Council Members for discussion at the teleconference prior to the Annual
Conference. The decision by Council to award the nominees life membership must be ratified at
the AGM. Write letters of congratulations to the new Life Members and ensure their names are
added to the list of Life Members on the SRB website.
8. Election of New SRB Members
Prior to the Annual Conference, compile a list of the new members that have joined up over the
last 12 months and include the list in the AGM booklet. The new memberships must be ratified
at the AGM.
9. Organise Executive Council Meetings
Occasionally, Executive Council Meetings need to be organised to deal with urgent matters or
business not covered at the regular Council Meetings.
10. Update Society details with Department of Consumer Affairs
After the AGM, liaise with the Society s Public Officer and prepare a letter for the Office of
Consumer Affairs, Government of South Australia, outlining current Council Membership. This is
a requirement to maintain our incorporated status.
11. Maintain Society Website
Routinely check the website and update as required.
Jane Girling
Updated May 2013