Page 56 - AYO Governance Manual Draft

Secretary
POSITION DESCRIPTION
AUCKLAND YOUTH ORCHESTRA

Reports to Executive Committee
Date May 2020

Position Summary
The Secretary is responsible for the secretarial functions and duties of the Society and for
maintaining various registers.

Duties and Responsibilities

1. Governance
o Call meetings of the Executive Committee at any time, provided that
reasonable notice is given to all committee members.
o Call the Annual General Meeting and Special General Meetings, as required.
o Take minutes of all meetings. Distribute minutes to members.
o Keep the Common Seal of the Society.
o External Filing - maintain Incorporated Societies and Charities Registration
details (update accounts and officer details annually).
o Internal Filing – Maintain the:
o Members Register, recording appointments and resignations from Society,
o Interests Register, recording detail of any gifts with a value >$150
received personally by EC members.
o Related Parties Transactions Register
o Archive (concert programmes and recordings, handbooks, player lists, Awards
recipients, Repertoire Performed)
o Governance Manual and schedule triennial policy reviews.
o Schedule of AYO online account logins/passwords

2. Communication
 Manage all official correspondence, as required.

3. Contracts

 Complete goods and service provider contracts, as required.
 Monitor compliance with contracts.

4. Development
 Work to establish positive contacts with other arts organisations. Expand the
public awareness of AYO and maintain a positive image of the orchestra.
 Monitor websites of other arts organisations and bring to the attention of the
Committee potential problems or opportunities.
 Keep eye out for opportunities – rehearsal and performance venues, soloists,
design, promotion.