Our Committee

Specific duties include but are not limited to:  

Chair Committee meetings ensuring that they are run efficiently and effectively;  Act as a signatory for the Society in all legal purposes and financial purposes;  Regularly focus the Committee’s attention on matters of Society governance that relate to its own structure, role and relationship to any volunteer and paid employees;  Enable and authorise people to help with the Committee's business. This includes signing a copy of the final approved Minutes and ensuring that the signed copy is maintained;  Has a fiduciary duty to Genealogy Sunshine Coast, whether or not you still hold a position. Fiduciary means “an equitable duty to act in good faith for the benefit of another” and “a relationship of trust and of confidential matters”;  Ensure all digital copies of documents are kept in accordance with the above outline;  Periodically consult with Committee members on their role, to see how they are going and help them to optimise their contribution;  Work with the Committee to ensure: 1. The necessary skills are represented on the Committee and that a succession plan is in place to help find new Committee members when required; 2. Goals and relevant strategic and business plans are developed in order to achieve the goals of the Society;  Work with the Executive to manage any paid employees of the Society including recruitment, retention, salary and performance reviews, etc;  Serve as a spokesperson for the Society when required;  Communicate regularly and systematically with the Presidents of other Genealogy Centres;  Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Society 

Specific duties include but are not limited to:  

Maintain records of the Committee and ensure effective management of Society's records;  Manage Minutes of Committee meetings, including either recording the Minutes or ensuring the Minutes Secretary does so, and ensuring minutes are distributed to members shortly after each meeting and no later than 7 days;  Development of the agenda in consultation with other Committee members and distribution prior to the meeting;  Is sufficiently familiar with all current Society documents to note applicability during meetings;  Is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements; Page 2 of 5 Duties of the Executive Committee – Genealogy Sunshine Coast  Enable and authorise people to help with the Committee's business. This includes signing a copy of the final approved Minutes and ensuring that the signed copy is maintained;  Ensure that the records of the Society are maintained as required by law and made available when required by authorised persons. These records may include founding documents, lists of Committee members, Committee meeting Minutes, financial reports, and other official records;  The Secretary ensures that official records are maintained of members of the Society and Committee. He / she ensures that these records are available when required for reports, elections, referenda, other votes, etc;  Provide an up-to-date copy of the Constitution and bylaws at all meetings;  Ensure that proper notification is given of Committee and Society meetings as specified in the bylaws;  Manage the general correspondence of the Committee except for such correspondence assigned to others;  Help and lead the Committee in providing systematic communication from the Committee to Society members and other relevant stakeholders;  Provide a summary of Committee Minutes for distribution to all Society members via website and noticeboards, no later than 7 days after the meeting;  The Secretary may also be the nominated person to receive and file relevant Police Check records or Working with Children documentation;  Has a fiduciary duty to Genealogy Sunshine Coast, whether or not you still hold a position. Fiduciary means “an equitable duty to act in good faith for the benefit of another” and “a relationship of trust and of confidential matters”;  Ensure all digital copies of documents are kept in accordance with the above outline. 

Specific duties include but are not limited to:  

Provide advice to the Committee in their management of the Society finances;  Administer all financial affairs of the Society;  Lead the annual budget process and ensure an appropriate annual budget is provided to the Committee for approval;  Ensure development and Committee review of financial policies and procedures;  Support any required auditing processes;  Receipt of all incoming monies;  Bank all monies received;  Pay all accounts;  Maintain accurate records of all income and expenditure;  Ensure that all receipts and payments concur with bank deposits and withdrawals;  Monthly financial reports – present at monthly committee meetings;  Arrange and despatch invoices for periodical payment;  Issue yearly or visitor membership fee;  Keep accurate record of all membership payments;  Be at least one of the signatories on Society account;  Has a fiduciary duty to Genealogy Sunshine Coast, whether or not you still hold a position. Fiduciary means “an equitable duty to act in good faith for the benefit of another” and “a relationship of trust and of confidential matters”;  Ensure all digital records are kept in accordance with the above outline. Is responsible for the financial supervision of the Society to allow the Committee to provide good governance. The Treasurer is responsible to regularly report on the Society‘s financial status to both the Committee and the Society members. Page 3 of 5 Duties of the Executive Committee – Genealogy Sunshine Coast