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Role Description - Secretary

The Role of Secretary of InternetNZ is subject to the Role Description of Councillor. The additional role specific responsibilities are laid out here.

InternetNZ Constitution and Rules

Role Description
Secretary of InternetNZ

The Secretary's role emphasises the Society's compliance with the legal requirements of the Incorporated Societies, and other Acts.

In addition to any tasks laid out here, the Secretary is required to carry out any responsibilities specifically defined in the Constitution of the Internet Society of New Zealand.

The Secretary is an Officer of the Society, elected into office by the Members of the Society. The term of office of Secretary is two years.

The Secretary is a Member of the Executive Committee and a signatory of the Society.

Specific responsibilities

1. Legal

    • In association with the President and Executive Committee - Ensure that Staff meet all Constitutional and Bylaws requirements for meetings of the Society (Council and General Meetings)
    • Ensure that the Registrar of Incorporated Societies is properly notified of any changes to the Articles of Association decided at a General Meeting.
    • Ensure that a proper record of all meetings of the Council and the Society are kept

2. Executive Committee

    • With the President and Executive Committee set the agendas for the Meetings

3. Council

    • Ensure that correct and timely official notifications are sent out to Council and/or Members as appropriate
    • In association with Committee Chairs, President, Executive Committee and Executive Director set the agendas for Council Meetings
    • In association with Committee Chairs, President, Executive Committee and Executive Director set up and maintain an annual meeting register of Executive Committee, Council and Committee meetings

4. Elections and By-elections

    • In addition to the tasks set out in the Election Guidelines of the Society the Secretary shall:
    • receive Nominations for candidates to election
    • keep Members fully and regularly informed of nominations received and ensure the appropriate page of the InternetNZ web site is kept up-to-date.

5. An annual honorarium, at a level agreed by the Council of InternetNZ, will be paid on a quarterly basis.

6. The role of Secretary takes up a minimum of 1 day a fortnight and can exceed 10 hours a week. On top of considerable e-mail correspondence the Secretary has the following minimum regular meetings each year:

    • Six to ten full day Council Meetings
    • Eleven half day Executive Committee Meetings
    • At least one other half day sub-group meeting per two months (as Chair)
Note it is estimated that preparation time for meetings, for a person to be effective, is at least one hour of preparation for each hour of meeting and if you are the meeting chair at least 1.5 hours per hour.

Description adopted by Council in June 2005.

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