GUIDELINES FOR SOCIETY OFFICE-BEARERS AND OTHER POSITIONS
This document sets out guidelines for the duties of Society Office-Bearers and other Society positions, however the ultimate responsibility for the administration of the Society rests with the Committee.
The role of the President is as follows :
“The President shall be Chairperson and shall oversee the effective coordination and administration of the affairs of the Society. In the absence of the President, the Committee shall appoint a Chairperson from amongst the Vice-Presidents, or in their absence the Committee shall appoint a Chairperson from amongst their number. In every duly seconded motion the Chairperson shall have a casting vote as well as a deliberative vote”.
As a general guideline, functions which the President may be required to perform include :
(a) chair General (including Annual, Special and Extraordinary), Committee, and Joint Branch meetings of the Society.
(b) sign the minutes of all such meetings, once confirmed as a true and correct record.
(c) If possible, within a given year, to attend at least one General Meeting of each Society Branch. If this is not possible, the President may delegate a Vice-President, or other Committee member, to attend in his/her absence.
(d) serve on the Revenue Sub-Committee of the Society.
The President shall be an ex-officio member of all Society Sub-Committees.
The role of the Vice-President(s) is as follows :
“In the absence of the President, a Vice-President will assume the President’s role (see President’s role above).”
At the first Committee meeting following the Annual General Meeting of the Society, the Committee shall determine which Vice-President shall be first to act in the President’s absence.
The role of the Treasurer is as follows :
“The Treasurer shall be responsible for the Society’s financial affairs (excluding the financial affairs of Branches) including collection and receipting of all funds; and shall bank, or invest, as directed by the Committee, all such funds not immediately required, to the credit of the Society. The Treasurer shall keep a record of all receipts and disbursements made on behalf of the Society and shall submit a financial report for consideration at the monthly Committee meeting. The Treasurer shall present the Society’s financial statement, subject to audit, for the year ending the 31st December to the following Annual General Meeting”.
As a general guideline, other functions which the Treasurer may be required to perform include :
(a) maintain the Property Register of depreciable assets of the Society.
(b) chair meetings of the Revenue Sub-Committee.
(c) prepare returns to the South Australian Government as required for conduct of Society raffles and lotteries, excluding for the Society Branches.
(d) Prepare and submit taxation documents, as and when required.
The role of the Secretary is as follows :
“The Secretary shall be the Society’s official Public Officer and as such shall hold the Society’s Common Seal. The Secretary shall summon all meetings as provided for by these Rules, keep a record of proceedings of the Society and be responsible for all papers and correspondence except those relating to finance and membership records”.
As a general guideline, functions which the Secretary may be required to perform include :
(a) be responsible for the day-to-day maintenance of all relevant letter correspondence to and from the Society.
(b) prepare typed agendas for meetings of the Committee and Joint Branch Committee. These agendas should be circulated to Committee members, at least 14 days prior to the next scheduled meeting, to Joint Branch and Committee members, at least 28 days prior to the next scheduled meeting.
(c) take minutes at Committee and Joint Branch meetings. These minutes should be typed and circulated (with the above agenda) –
to Committee members, at least 14 days prior to the next scheduled meeting. A typed list of monthly correspondence (in and out) as well as copies of relevant letters should be attached to the agenda and minutes.
to Joint Branch Committee members, at least 28 days prior to the next scheduled meeting.
(d) prepare an agenda for the President and take minutes at the Society’s General Meeting. The General Meeting minutes should be presented to the Editor(s) for inclusion in the Society’s magazine, Bird Keeping in Australia.
(e) prepare an annual Secretary’s Report for presentation at the Annual General Meeting and for printing in an issue of Bird Keeping In Australia.
(f) arrange appropriate insurance cover for the Society, including Branches.
(g) serve on the Revenue Sub-Committee of the Society.
The role of Assistant Secretary is as follows :
“In the absence of the Secretary, the Assistant Secretary will assume the Secretary’s role (see Secretary’s role above). The Assistant Secretary shall perform any other duties as directed by the Committee.”
The Liaison Officer shall be responsible for liaising, on behalf of the Committee, with the National Parks and Wildlife Service or such other organisations or persons as may be decided by the Committee.
The role of the Auditor is as follows :
“The Auditor’s responsibility shall be for the calendar year in which he/she is appointed. The Auditor shall not be a member of the Committee of the Society and shall have the power, at any time, to examine the minute books, accounts, vouchers, or other relevant documents of the Society, and report thereon to the Committee. The Auditor shall audit the annual financial statements and certify them to be correct or otherwise, prior to publication in Bird Keeping in Australia by the Treasurer.”
The Editor(s) shall be appointed at the June meeting of the Committee.
As a general guideline, the functions which the Editor(s) may be required to perform include:
(a) have overall responsibility for the production of the Society’s magazine Bird Keeping In Australia (from January to December in the year following that appointment).
(b) liaise with members of the Editorial Sub-Committee as directed under the Terms of Reference for that Sub-Committee.
(c) liaise with all persons connected with the final production of the magazine.
(d) provide articles, in appropriate form for publication, to the printer of the Society’s magazine.
(e) proof read the magazine and ensure that last minute changes to content have been properly corrected, prior to printing.
The Membership Steward shall be responsible for maintaining the records relating to membership of the Society. He/she shall keep all such records strictly confidential but can, upon receipt of a written directive from the Management Committee, make available any or all relevant records to Society Officer(s) as required for the effective operation of the Society. He/she shall once per calendar year, or upon request, supply a limited list of membership details to Branch Secretaries relating to that particular Branch. The information provided to Branches shall be limited to Name and City only unless a member waives confidentiality on their renewal application form.
SERVICE ITEMS OFFICER
The Services Officer shall be responsible for the purchase and supply, to members, of such items as may be approved by the Committee. He/she shall supply an accurate accounting of all items held, on order or for which payment has not yet been received, as and when the Committee may require.
The Librarian shall be responsible for providing a library service at General Meetings. He/she shall maintain records of all books lent and report to the Committee any member holding books in excess of twice the allowed time. He/she shall ensure that all books are kept in good condition, conduct an annual stocktake and report to the Committee any books in need of repair or not accounted for.
The Exchange Steward shall keep a record of birds available, from members, on a sale or exchange basis and shall record details of birds required by members. He/she shall supply information re birds available, wanted and for exchange for publication each month in the Society’s magazine.
The Book Steward shall be responsible to the Committee for the purchase of, and sale to members of, books on avicultural subjects. He/she shall supply an accurate accounting of all items held, on order or for which payment has not yet been received, as and when the Committee may require.
The Raffle Steward shall be responsible to the Committee for the conduct of all raffles and competitions. He/she shall ensure that all raffles and competitions are conducted in accordance with the provisions of the Lottery and Gaming Act, 1936-1976, or any other relevant Act or amendments thereto.
Subject to direction from the Committee, the WebMaster shall be responsible for maintaining and regularly updating the Society website. He/she shall liaise with the authorised internet provider as required or when directed by the Committee. He/she shall provide the Committee with reports as to the effectiveness of the website when requested, and shall make recommendations to Committee for any major updates as and when required. He/she shall reply to online enquiries, or if unable to do so, redirect enquiries received on the website to any other Society members more capable of providing an appropriate reply. He/she shall facilitate the transfer any money received via the website to the Society’s Bank Accounts as and when requested by the Treasurer.