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What records the law requires the secretary to keep, how meetings must be called, and what minutes must contain.

All requirements on this page come from the Associations Incorporation Act 1981 (Qld) and the Model Rules (Schedule 4, Associations Incorporation Regulation 1999), unless otherwise noted. This page covers the secretary's specific records and meeting duties; for the personal legal duties every officer shares, see Committee — Shared Legal Duties.

Records you must keep

The secretary is the custodian of the club's legal records. These are mandatory:

Record	What it must contain	Source
Register of Members	Full name, contact details, membership class, date of admission. Must be kept accurate and up to date.	s.69A (secretary's function to maintain); Model Rules (format and content)
Constitution	A current, legible copy of the club's rules. Must be available to any member on request (you can charge reasonable copying costs).	Model Rules
Minutes of every meeting	General meetings, committee meetings, and AGMs. Must be kept by the secretary.	s.69A (secretary's function to keep minutes); Model Rules (format and signing)
Correspondence	Copies of all correspondence and other documents relating to the association.	s.69A

Member access to records

Members have a legal right to inspect certain records:

Record	Access right	Timeframe	Source
Minutes of general meetings	Any member can request to see them	Within 28 days of the request	s.57B
Register of Members	Any member can inspect it	Reasonable time, as agreed	Model Rules
Constitution	Any member can request a copy	As soon as practicable	Model Rules

Privacy note: if disclosing a particular member's details would put that person at risk of harm, the committee can withhold those details (except the member's name) from the general register.

Calling meetings — notice requirements

The secretary is responsible for calling meetings and issuing proper notice. Get the notice wrong and the decisions made at that meeting may have no legal effect.

Meeting type	Minimum notice	What the notice must include	Source
Committee meeting	Whatever your Constitution says (check it)	Date, time, location, agenda	Your Constitution
General meeting	14 days to all members	Date, time, location, agenda	Model Rules
Meeting with a Special Resolution	14 days to all members, in writing	All of the above plus the exact wording of the proposed resolution	Model Rules r.35; special resolution defined in schedule 2 of the Act

What requires a Special Resolution? Amending the Constitution, changing the club's name, replacing the rules, or voluntarily winding up the club (s.3).

A special resolution passed without the correct notice period and exact wording has no legal effect — it is void. If you are unsure whether something on the agenda is a special resolution, check your Constitution or contact the Office of Fair Trading (13 74 68) before sending notices.

What minutes must contain

Minutes are a legal record. They must be accurate enough to demonstrate that the committee followed proper process.

At every meeting, record

Date, time, location
Who was present and who sent apologies
Confirmation that quorum was met (check your Constitution for the number required)
Any declarations of conflict of interest
Every decision — what was resolved, who moved, who seconded, vote outcome
Key reasons for significant decisions (enough to show the committee was informed)
Any dissent recorded by a committee member
Action items — who, what, by when

After the meeting

Minutes must be signed by the chairperson of that meeting, or by the chairperson of the next meeting after a confirmation vote. Store minutes securely — they are legal evidence.

Detailed guidance on what "good minutes" look like, with examples, and ready-to-use meeting agenda and minutes templates, are not public yet.

Sources

Associations Incorporation Act 1981 (Qld) — ss.3, 57B, 69A. Associations Incorporation Regulation 1999 (Qld), Schedule 4 (Model Rules).

Secretary — Records & Meetings