Seeking a Toy Library Secretary for the Committee of Management
Knox and District Toy Library – Scoresby VIC
Knox Toy Library is a not-for-profit, volunteer-run service that has been part of the local community for many years. They provide families with access to a wide range of high-quality, fun, and educational toys. Their collection supports babies, toddlers, and primary school children. We also have a range of board games and puzzles for teenagers and adults to enjoy.
The toy library is run by a mix of paid staff and volunteer members, with a committee overseeing how the library operates, grows, and supports the community. Joining the committee is a great way to meet others, contribute to the local community, and help shape the future of Knox Toy Library.
Purpose of the Role
The Secretary is a key role on the committee. The main purpose is to make sure records, meeting minutes, and official documents are kept accurate and up to date. This role also includes being the Toy Librarys Public Officer, which involves meeting the basic legal requirements of an incorporated association.
Key Responsibilities
Work with President to send committee meeting agenda and set up the google meetings
Take notes at committee meetings (held every 2 months) and type up minutes, including any actions that need to be followed up.
Share draft minutes with the President for review, and then distribute the final version to the committee within one week of the meeting.
File minutes, reports, and correspondence so they are kept in order and easy to find.
Record minutes for the Annual General Meeting (AGM) and any Special General Meetings, and keep these on file.
After the AGM, follow up with new committee members to confirm meeting dates and handover information.
Regularly check and respond to emails received in the general toy library inbox and forward any emails that need follow up to the Toy Library Manager or President as required.
Actively take part in committee discussions and decision-making.
Public Officer Responsibilities
Notify Consumer Affairs Victoria within 14 days if there is a new Public Officer.
Lodge the Annual Return with Consumer Affairs Victoria within one month of the AGM.
Notify Consumer Affairs Victoria within 28 days if there are any changes to the Toy Librarys Constitution.
Be responsible for keeping the Common Seal safe and provide Toy Library records if requested by the Registrar.
If you are passionate about community and feel that this volunteer role is right for you then we can't wait to hear from you.
Category
Family Services
Commitment
Regular - more than 6 months
Type Of Work
Governance, Boards & Committees
Time Required
Commitment of 1 year with an approximate 1 hour per week.
Training
Training is provided
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