Annex B: Terms of Reference for

SECRETARY

References:

A.      WCO Constitution dated 26th September 2005

B.      Charity Commission Pamphlet CC1: Charity Commission Publications

C.      Charity Commission Pamphlet CC3: Responsibilities of Charity Trustees

D.      Charities Act 1993

The purpose of these Terms of Reference is to provide a brief overview of the main role, responsibilities and rights of the office of Secretary, as laid down in the Constitution and in various publications issued by the Charity Commission for England & Wales.  You are to be familiar with References A, B & C, and be aware of Reference D.  The information in those documents, if different from that contained in these Terms of Reference, takes precedence.

1.         Definition.     The Secretary, along with the other officers of the Committee is, in law, one of the trustees charged with controlling the management and administration of a charity (Ref D Section 97(1)).

2.         Appointment & Term.         The Secretary will be elected from the membership at an AGM and hold office for one year (Ref A sub-sub-paragraph 5.3.1).

3.        Rights & Responsibilities.  In addition to your general role in helping the Society pursue its objects in the best way possible, you have the following specific rights and responsibilities:

a. You are to ensuring that all correspondence and record keeping required by the Constitution and/or as a function of charitable status is dealt with in a timely manner.  Specifically:

i. That due notice is given to the Society membership for all meetings (Ref A sub-paragraphs 7.1, 10.1 & 11.1).

ii. That agendas are prepared, where required, and/or nominations published (Ref A sub-paragraph 10.3) in a timely manner.

iii. That the minutes of all meetings are recorded, distributed and archived in accordance with good practice. (Ref A sub-paragraph 7.5)

b. You are to liaise with the Treasurer to ensure that financial reports and returns are archived effectively in accordance with Charity Commission regulations.

c. You are to act as the first point of contact within the Society for all correspondence and enquiries concerning the Constitution and charitable status.

d. You have the authority to be one of the two officers required to sign Society cheques.

e. You may commit the Society to expenditure of up to £50 between Committee meetings without reference to the Committee.

f. You are to maintain a full comprehensive membership list, “Friends” database and mailing list.

g. You are to undertake any other task reasonably requested of you by the Chair.

h. You are to periodically review your Terms of Reference and submit any suggestions for changes to the Committee.

i. You have the right to be re-elected (Ref A sub-paragraph 5.6).

You have the right to resign from the office of Secretary at any time after giving a period of notice of not less than 3 months (Ref A sub-sub-paragraph 5.4.3).