OUTLINE OF THE ROLE OF SECRETARY
Duties as set down in the CNA Constitution:
2.2 The secretary must maintain a register of members that includes:
a. the name and address of each member; and
b. the date on which each member became a member; and
c. the date, if any, on which each member ceased to be a member.
3.2 The association’s Office Bearers are:
a. President.
b. Vice President Operations – overseeing the operation of the Saturday
competition.
c. Vice President Reps– overseeing the operations of the representative
program.
d. Secretary – overseeing the constitutional and administrative conduct of
the association.
e. Treasurer – ensuring the effective financial management of the
association.
3.5 The secretary shall keep minutes of:
a. all elections and appointments of ordinary executive members.
b. the names of members of the executive present at an executive meeting or a
Council meeting.
c. all proceedings at executive meetings and council meetings.
Minutes of proceedings at a meeting shall be signed by the person presiding at the
meeting or by the person presiding at the next succeeding meeting.
5.6 Subject to the Act, the Regulations and these rules, the secretary shall keep in his or
her custody or under his or her control all records, books, and other documents
relating to the association.
ROLE
Secretary (Committee Secretary)
Prepare agendas and issue advance notice of executive and planning meetings
Prepare minutes of executive meetings
Prepare AGM agenda and minutes
Prepare and maintain committee contact list/s
Notices, agendas and minutes of council meetings
Notices, agendas and records of Joint BNA-CNA NCNC meetings
Maintain association records – correspondence, meetings, reports
Prepare draft calendar for planning purposes – in consultation with Umpire,
Representative and Coaching convenors, VPO Operations and the NACT calendar
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Draft and coordinate preparation of season information (and registration
documentation in consultation with VP Operations) in consultation with
Exec/committee and in line with planning decisions
Central point of contact for communicating association messages to/from clubs
Book venues for meetings and events
Competition Nomination and Registration Forms (or VP Operations/Registrar tbc)
Field, respond to or redirect inquiries (telephone and email) from teams and new
players wishing to join the competition (play netball in Canberra), find a club, etc
Action, respond or redirect inquiries or notices from Netball ACT and other districts to
relevant committee members
Registrar/Membership Officer (Assistant Secretary)
Support clubs in relation to membership inquiries/registration process
Post notices and information on websites and email affiliated clubs/team contacts
regarding registration process and timeframes (in liaison with Secretary)
Maintain team/player registration records (in accordance with by-laws)
Coordinate receipt of district membership forms and database entry
Maintain database/affiliation records in MyNetball
Respond to all new player inquiries and direct players to affiliated clubs/schools or
other districts where appropriate
Website Administrator (Communications)
Website administration and maintenance
Facilities and services coordinator
Liaise with and coordinate services for pavilion maintenance (cleaning, locksmiths,
trades, etc)
Coordinate requests for court bookings and arrange access where necessary
Maintain register of keys issued to committee and clubs for training
VP Operations (functions currently undertaken by Secretary to pass to VPO)
Draft and coordinate preparation of registration documentation (in consultation with
Secretary) and in line with planning decisions
Prepare canteen and BBQ rosters for winter season
Competition Nomination and Registration Forms (or Secretary/Registrar tbc)
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