CIHS Management Committee

The information on this page is based on the Queensland Government’s information about the duties and expectations of a management committee of an incorporated association.

See the CIHS Constitution.

We’re looking for a secretary to join our vibrant committee!

CIHS has an exciting year ahead! We’d love to hear from if you’d love to contribute your skills as secretary and be part of the action.

Ideally, we need someone with admin experience and skills with MS Office.

The role of secretary is a volunteer position, and you’ll be joining a fun-loving team — we’re all volunteers and in it for the love of it. We work together in a collegial and supportive way.

If this sounds interesting to you, please contact Christine for more information:

Phone: 0422 002 667

Email: president@cihs.org.au

Management Committee members and duties

The CIHS Management Committee must have at least four members: president, vice president, secretary, and treasurer.

These positions are the office bearers. Our current office bearers and committee members are:

  • President — Christine Leonard

  • Vice President — Jan MacIntyre OAM

  • Secretary — Vacant

  • Treasurer — Yvonne Syme

  • General Member — Kate Barker, Catherine Bishop, Jose Garcia

Committee members should:

  • act in good faith

  • use reasonable care and skill while doing their duties

  • tell the committee if they have a possible conflict of interest (e.g. if a proposed action will financially benefit them)

  • not make false or misleading statements to CIHS members

  • know the secretary’s duties and make sure they are properly carried out

  • bring any relevant letters, emails or other association documents to the committee’s attention.

Office bearer responsibilities

  • The president:

    • chairs the committee

    • plays a major role in general meetings.

    Under the model rules, the president must chair every meeting they attend. If they can’t attend a meeting, another committee member can sit in as acting chair.

  • The secretary:

    • keeps the register of members

    • sends and receive letters, emails or other documents (The CIHS secretary sometimes shares this task with president.)

    • advises president or treasurer about urgent matters that arise from correspondence takes nominations for the committee

    • gives notice of meetings, calls and convenes all meetings, arranges the venue and gathers and presents any relevant documents prepares the agenda with president

    • takes and keeps minutes of meetings and distributes to committee. (CIHS may offer a minutes secretary if required.)

  • Being responsible for the financial affairs of the association, the treasurer:

    • keeps and maintains an asset register for the association

    • manages the petty cash balance

    • keeps the petty cash book up to date

    • documents all payments made, including receipts, invoices and statements maintaining all deposit and cheque books

    • ensures the committee approves or ratifies all payments made

    • records details of these payments in the minutes

    • keeps all financial records in Queensland.

    • keeps track of payments received by using: a receipt book of consecutively numbered receipts; a computer system that keeps track of these records.