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Roles and Responsibilities of Committee Members

Committee members have important responsibilities to ensure good governance of the organisation

Role Purpose

The role of the TSAA Committee includes:

  • managing the association's financial affairs and maintaining its financial viability,
  • ensuring the association acts in accordance with its objects or purposes, and
  • meeting all legal requirements.

Committee members are elected or appointed and hold office according to the association's constitution.

The role of the Committee is governed by the NSW Associations Incorporation Act 2009 (the Act). Additional obligations are placed on the TSAA Committee through the Australian Charities and Not-for-Profits Commission (ACNC) Governance Standards.

Duties and Responsibilities

All Committee Members are broadly obligated to:

  • Put the interests of the organisation at the foremost in their deliberations as Committee members;
  • Use reasonable care, skill and diligence in the performance of their duties;
  • Be honest, act in good faith and do not use their role or information obtained as a Committee member dishonestly;
  • Be aware of their responsibilities under the relevant legislation and case law;
  • Disclose any potential conflict of interest by acknowledging likely conflicts (in writing) and withdrawing from any related discussion or decisions, (and ensuring these steps are noted in the minutes of the meeting);
  • Refrain from gaining personally from being a Committee member; and
  • Refrain from divulging any confidential information outside of the appropriate forum.

Committee Members should carry out the following duties:

Governance

  • Understand how the organisation works, including the organisations services, their programs and their staff and volunteers;
  • Keep up to date by reading the minutes, reports and any other necessary meeting papers;
  • Regularly attend Committee meetings
  • Be familiar with the organisation’s constitution, including the specific roles and responsibilities of the Committee outlined within it
  • Approve relevant documents, including documents related to the organisation’s finances;
  • Ensure the organisation’s compliance with funding agreements, policies, legislation and regulations;
  • Manage the organisation’s risk (i.e. minimise the impact of potential barriers preventing the organisation from achieving its objectives efficiently and effectively);
  • Establish management delegations;
  • Be active in planning for the future direction of the organisation;
  • Take responsibility for particular areas of work, perhaps through involvement in sub-committees or working groups;
  • Ensure that new committee members are aware of their statutory obligations and responsibilities to the organisation; and
  • Try to be as active as possible in Committee decision making.

Public representation

  • Be supportive of the organisation in the eyes of the public, and
  • Regularly attend the organisation’s functions and represent the organisation at outside functions.

The Associations Incorporation Act outlines that Committee Members have responsibility to ensure:

In General

  • The Committee includes 3 or more members, each of whom is aged 18 years or older and at least 3 of whom ordinarily live in Australia;
  • Their required particulars are provided for inclusion in the register of committee members;
  • They disclose an interest in a matter that conflicts with the performance of their duties;
  • Information obtained as a committee member is not used dishonestly;
  • Their position as a committee member is not used dishonestly;
  • That annual general meetings are held within 6 months after the close of the association's financial year;
  • That any document addressed to the association is brought to the attention of the committee as soon as practicable;
  • All documents in their possession, belonging to the association, are delivered to the public officer within 14 days after vacating office; and
  • They comply with any additional duty set out in the association’s constitution.

Regarding Office Bearers

  • They appoint a Public officer and ensure that any vacancy of this position is filled within 28 days;
  • Are aware of the duties of the public officer and that they are properly carried out; and
  • They appoint additional authorised signatories and remove such appointments as required.

For more information see section below: “Authorised Signatories are responsible for”.

Regarding finances of the association

  • Ensure proper financial records are kept and financial statements prepared in accordance with requirements for either a Tier 1 or Tier 2 association (as relevant);
  • Lodge a Form A12 Annual summary of financial affairs with the prescribed fee within one month of the association's annual general meeting;
  • Ensure that the association's full name appears on all official documents and publications;
  • Ensure that the association does not incur debts that are not expected to be repaid; and
  • Ensure that the association does not act with the intent to defraud.

Authorised Signatories are responsible for:

  • Signing official documents on behalf of the association. The public officer is automatically an authorised signatory. An association must have at least two authorised signatories.
  • Witnessing a document executed under the common seal. Use of a common seal is no longer a requirement under the Associations Incorporation Act 2009.

Under the Associations Incorporation Act 2009, a record must be kept of the authorised signatories. The particulars should include:

  • Name of the authorised signatory;
  • Position (e.g. public officer, committee member);
  • Date of appointment and the date appointment ceased;
  • Reason appointment ceased (e.g. release, resignation, removal from position of Public Officer by general meeting); and
  • Reference in minutes for tracking of the relevant appointment or revocation.

NOTE: The association’s Committee should notify any change in its authorised signatories to any party they deal with regularly.

Other Rights and Obligations

Committee members have the right to:

  • request the inclusion of an item on the agenda, provided that it is within the authority of the committee to deal with such matters and the item is received in an appropriate time frame (i.e., at least 10 working days prior to the committee meeting);
  • request an amendment to the minutes on the grounds that they are inaccurate; and
  • have their dissension, abstention or vote recorded in the minutes

Committee members are obliged to advise the President or the Secretary of:

  • their resignation from the committee;
  • the fact that they no longer hold the necessary qualification for their inclusion on the Committee (i.e working with children check not maintained); 
  • their apology if they are unable to attend a meeting of the Committee; and
  • their planned absence from the committee for a period of three or more meetings.

Commitment Required

The Committee meets monthly and meetings may run for 2 to 3 hours. Meeting agendas and papers are sent out ahead of the meeting, and it is expected that papers are read prior to the meeting.

In addition to the business conducted at the committee meetings, committee members will take actions out of the meetings, and will take on projects suited to their skills and interests.

Support and Training

Committee Members are encouraged to complete the free ACNC “Becoming a Charity Board Member: What You Should Know” elearning module prior to attending their first meeting.

Essential training for this role includes the TSAA’s annual Child Safety and Wellbeing training.

New Committee members will be provided with an on-boarding pack prior to attending their first meeting.

President

The President (Chair) is responsible for:

  • Complying with all the obligations listed above;
  • Ensuring regular committee meetings are organised;
  • Preparing an agenda in consultation with the Secretary and ensuring sufficient information is available to Committee members;
  • Determining that a quorum is present in order to commence a meeting;
  • Dealing with agenda items in order of appearance (re-ordering if necessary);
  • Ensuring all members have the opportunity to speak, addressing the meeting through the Chair;
  • Maintaining a neutral position during discussion and decision making including forming decisions or motions and asking the meeting to vote on them;
  • Preserving order throughout the meeting and keeping discussion and decision making relevant and within time;
  • Suggesting appropriate procedures to deal with any difficulties in getting through agenda items if necessary;
  • Signing minutes of the previous meeting after they have been confirmed as a true record;
  • Representing the organisation at all levels of the community;
  • Supervising volunteers and staff, and acting as the link between staff and volunteers and the Committee; and
  • Ensuring that the association adheres to its constitution and rules.
  • Principal Officer (head of organisation) for the purposes of the Victorian Reportable Conduct Scheme;
  • Updating the Australian Business Registry Services with changes in TSAA Office Bearers; and
  • Notifying NSW Fair Trading of changes to the TSAA's Public Officer within the required timeframe.

The President currently holds responsibility for the following areas of work (in addition to the responsibilities above):

  • Child Safety Officer for all TSAA programs and activities where there is not a Support Group Leader or Camp Co-ordinator acting in this function;

  • Representing TSAA at official events;

  • Speaking at conferences and seminars or hosting events for potential sponsors where they introduce the organisation and its mission;

  • Writing regular articles or columns in the TSAA Newsletter;

  • Acts as media contact and spokesperson for the organisation. This can mean representing TSAA in interviews for print media, TV, radio and podcasts, especially during TS Awareness Week;

  • Lobbying and meeting with politicians and briefing government officials about the key issues facing the organisation and its members;

  • Collaboration with Health Professionals;
  • Liaising with international TS groups to ensure collaboration and cooperation;
  • Completing official paperwork and being the contact for applications made in TSAA's name;
  • Completing the Mardi Gras application;
  • Attending the Mardi Gras Parade;
  • Attending 2-3 TSAA camps as a guest speaker or host.

A good President will:

  • work collaboratively with other committee members;
  • work well with the Vice President, Secretary and Treasurer;
  • be approachable and accessible to committee members;
  • be willing to represent the TSAA in all official matters as required;
  • do their best to uphold the reputation and integrity of TSAA;
  • respond to all reasonable correspondence both from the committee and further afield in a timely and professional manner.

Commitment Required:  5 - 8 hours per week (this role can take up to 20 hours a week in peak periods such as Awareness Week, Conference, Camps etc).

Treasurer

It is the duty of the treasurer of the association to ensure:

  1. that all money due to the association is collected and received and that all payments authorised by the association are made; and
  2. that correct books and accounts are kept showing the financial affairs of the association, including full details of all receipts and expenditure connected with the activities of the association.
The Treasurer is responsible for:
  • Complying with all the obligations listed above;
  • Overseeing the financial affairs of the association;
  • Presenting financial information to Committee meetings for approval;
  • Keeping the Committee informed and up to date about the finances in a manner that Committee members can understand;
  • Ensuring an annual budget is prepared and expenditure against the budget is reviewed regularly;
  • Ensuring the financial records are current and in order, according to the requirements for a Tier 1 or Tier 2 association as per the Associations Incorporation Act 2009;
  • Ensuring the organisation has the necessary financial and investment advice to make sound decisions; 
  • Organising and presenting the annual balance sheet and accounts to members of the organisation at the Annual General Meeting (AGM);

  • Notifying the Australian Charities and Not-for-profits Commission (ACNC) with changes to the TSAA's legal name, address for service, responsible people (committee members and public officer) and governing document (constitution) within the required time frame; 

  • Notifying the ACNC if the TSAA has not complied with the requirements of the ACNC Act or ACNC Regulation (for example, the ACNC Governance Standards or External Conduct Standards) within the required time frame; 

  • Submitting the TSAA's Annual Information Statement to the ACNC within the required time frame; and

  • Notifying the ATO of changes to the Public Officer and other authorised persons.

  • Maintaining the register of authorised signatories.

Note: The treasurer is the one who advises the committee on finances, not the one who makes the financial decisions – this remains the responsibility of the committee based on the advice given.

The Treasurer currently holds responsibility for the following areas of work (in addition to the responsibilities above):

  • Book-keeping, expense reimbursements, payment of invoices and issuing of receipts on behalf of the TSAA;
  • Maintaining the TSAA's bank accounts and payment systems, including updating access, contact details and financial authorities when there are changes in committee members;
  • Maintaining the financial settings for the TSAA website and responding to billing, donation and purchasing queries;
  • Ensuring that there are appropriate internal controls (systems, processes and protocols) in place to reduce the risk of fraud, theft and other illegal activities being conducted through the TSAA's payment systems;
  • Engaging and working with the nominated auditors to ensure the annual audit is completed in a timely fashion;
  • Advise on the organisation’s fundraising strategy;
  • Ensure use of funds complies with conditions set by funding bodies;

  • Ensure fundraising and sales complies with relevant legislation and is bound by effective financial systems and controls;

  • Ensure effective monitoring and reporting;

  • Ensure proper records are kept of fixed assets and stock; and

  • Ensure required insurances are in place.

A good Treasurer will:

  • work collaboratively with other committee members;
  • work collaboratively with other committee members;
  • be methodical, with a good eye for detail;
  • be well organised, with an orderly mind;
  • work well with the President, Vice President and Secretary;
  • do their best to uphold the reputation and integrity of TSAA;
  • respond to all reasonable correspondence both from the committee and further afield in a timely and professional manner; 
  • be able to raise concerns with the President when they arise; and
  • have a good understanding of financial management, accounting, book-keeping, auditing and/or fundraising.

Commitment Required: 5 - 8 hours per week.

Vice President

The Vice President is responsible for:

  • Complying with all the obligations listed above.
  • Assisting the Chair with their duties and filling in as for the Chair in their absence.

The Vice President currently holds responsibility for the following areas of work (in addition to the responsibilities above):

  • Oversight of the National Camp Program including processes, bookings, staffing, programming, registrations etc.;
  • Branding for Awareness Week and other events;
  • Engaging Speakers for Conference and other events;
  • Overseeing the designing, ordering and fulfilment of Merchandise;
  • Attending 2 - 3 TSAA camps per year as guest speaker; and 
  • Other duties as nominated by the President and committee.

A good Vice President will:

  • work collaboratively with other committee members;
  • be well organised;
  • work well with the President, Secretary and Treasurer;
  • do their best to uphold the reputation and integrity of TSAA;
  • respond to all reasonable correspondence both from the committee and further afield in a timely and professional manner. 
  • be forward thinking and committed to achieving the association goals;
  • be a good listener and attuned to the interests of the associations members; and
  • be able to raise concerns with the President when they arise.

    Commitment Required:  5 - 8 hours per week (this role can take up to 20 hours a week in peak periods such as Awareness Week, Conference, Camps etc).

    Secretary

    It is the duty of the secretary to keep minutes (whether in written or electronic form) of:

    1. all appointments of office-bearers and members of the committee; and
    2. the names of members of the committee present at a committee meeting or a general meeting; and
    3. all proceedings at committee meetings and general meetings

    The Secretary is responsible for:

    • Complying with all the obligations listed above;
    • Ensuring all correspondence and official records of the association (other than financial records) are up to date, accurate and in order and available to be looked at by those authorised to do so;
    • Assisting the Chair  to organise Committee meetings;
    • Ensuring that meeting papers (agenda, correspondence and previous minutes) have been distributed;
    • Ensuring the minutes of the meeting are taken, either by themselves or delegated to a minute taker;
    • Working with the Chair to ensure the meeting runs smoothly;
    • Working with the Chair to ensure all correspondence that relates to the committee is dealt with in a timely manner;
    • Knowing the rules of the organisation and taking responsibility for all the legal requirements of incorporation, including managing the Annual and Special General Meetings, Committee Meeting processes and ensuring all record keeping requirements are met.

    The Secretary currently holds responsibility for the following areas of work (in addition to the above responsibilities):

    • TSAA Website, including content and members database, and the TSAA Portal.
    • Child Safety Co-ordinator and implementation of the Child Safety & Wellbeing policy.
    • Development of organisational policies and procedures.
    • Oversight of the quarterly newsletter.
    • Recruitment of volunteers and staff.
    • Risk management procedures and registers.
    • Grant applications.

    A good Secretary will:

    • work collaboratively with other committee members;
    • be methodical, with a good eye for detail;
    • be well organised, with an orderly mind;
    • bring objectivity to the proceedings;
    • deal promptly with correspondence;
    • be able to take accurate notes of meetings;
    • make sure members receive all the necessary material;
    • bring the necessary material to the meeting;
    • work well with the President, Vice President and Treasurer;
    • do their best to uphold the reputation and integrity of TSAA;
    • respond to all reasonable correspondence both from the committee and further afield in a timely and professional manner; 
    • be able to raise concerns with the President when they arise;
    • ensure quorum is met for meetings; and 
    • have knowledge or experience of committee procedures.

    Commitment Required: 6-10 hours per week.

    General Committee Members

    General Committee members are responsible for:

    • Complying with all the obligations listed above;
    • Supporting the Committee in managing and conducting the affairs of the TSAA; and
    • Attending Committee meetings, voting on particular issues as they arise, and generally contributing to development of TSAA policy.

    General Committee members currently hold responsibility for the following areas of work (in addition to the responsibilities above):

    • Planning for the TSAA's annual Sydney Mardi Gras entry.
    • Fundraising Working Group.
    • Fundraising Framework.
    • Organisational efficiencies.
    • Technology Upgrade.

    A good General Committee Member will:

    • work collaboratively with other committee members;

    • be willing to volunteer on projects that the TSAA undertakes;

    • reply to all reasonable correspondence from Executive Committee in a timely manner;

    • ensure that their apologies are made in advance for any meetings they are unable to attend;

    • uphold the integrity and reputation of TSAA;

    • attend monthly or bimonthly committee meetings, having prepared for such meetings by reading the agenda, previous minutes and any relevant documentation; and

    • be able to raise concerns with the President when they arise.

    Commitment Required: 1-3 hours per week.

    Public Officer

    The Public Officer may be an ordinary member of the organisation or a person outside the association.

    They:

    • Must be over 18 years of age, and
    • Reside in New South Wales.

    The Public Officer is appointed by the Committee and does not have to be a member of the committee and as such will not be able to participate in committee decision-making processes. However under the legislation they may be held responsible for committee decisions. Consequently it may better that the Public Officer be a member of the committee.

    The Public Officer is responsible for:

    • Acting as the official contact for the association, including taking delivery of documents served on the association and bring them to the attention of the Committee as soon as possible;
    • Notifying NSW Fair Trading of any changes in the official affairs of the association and its financial position including signatories;
    • Keeping a register of board members and signatories;
    • Lodging the Form A12 Annual summary of financial affairs with NSW Fair Trading;
    • Lodging with NSW Fair Trading other forms as appropriate (eg Form A11 Application for extension of time and Form A7 Application for approval for change of name; etc);
    • Collecting all association documents from former board members and delivering them to new members;
    • Returning all association documents to a committee member within 14 days, upon vacating office; and
    • Keeping custody of any documents required by the constitution.

    The public officer is, by virtue of being appointed to that office, an authorised signatory for the association (section 36 of the AI Act).

    The Public Officer’s position must be filled within 28 days of the position being vacant and NSW Fair Trading must be notified with 28 days of the position being filled using Form A9 Notice of Appointment of Public Office & Notice of Change of Association Address.

    Under the model constitution, if there is no person holding the office of secretary of the association, the public officer will be deemed the secretary until a secretary is properly elected, and during this period automatically be on the committee. 

    Penalties may apply if the responsibilities of the Public Officer are not met.

    An effective public officers should have a range of skills, including:

    • enthusiasm for, and knowledge of, the association and its mission;
    • adequate time for the task;
    • interest in committee work;
    • good working relationships with other people involved in managing the association; and
    • reliability and good organisational skills.
    TS Tourette Syndrome Association of Australia


    Copyright Tourette Syndrome Association of Australia Inc.

    Tourette Syndrome Association of Australia Inc. is a registered Australian Charity

    ACNC Registered Charity Tick - acnc.gov.au/charityregister

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