ClubHub: guides for Queensland croquet clubs

The records the Act and the Model Rules say the secretary keeps, how meetings are called, and what minutes contain.

The Act says the secretary calls meetings, keeps the minutes, keeps copies of letters and other documents, and maintains the register of members (s.69A).

Members can inspect the register of members at all reasonable times (Model Rule 13).

A member who asks to see general meeting minutes gets them within 28 days (s.57B).

A general meeting needs at least 14 days notice; for a special resolution the notice is in writing (Model Rule 35).

This guide is for the secretary of a Queensland croquet club. The legal duties every committee member shares are in Committee: shared legal duties.

How clubs do it

The secretary keeps the register of members up to date as people join and leave.
The secretary and the president agree the business, then the secretary sends the notice and agenda.
The secretary takes notes at each meeting and writes up the minutes soon after.
The chairperson signs the minutes once they are confirmed.
Minutes, letters and emails are filed together in one safe place.

This is how many clubs handle the secretary's work.

The records

Register of members. Under Model Rule 13, the register holds each member's full name, postal or residential address, date of admission, date of death or resignation, and termination or reinstatement details. It can hold other details the committee or a general meeting decides, such as membership class. If a member asks, and disclosure would put them at risk of harm, the committee may withhold their details other than the name (r.13(5)). More in Member addresses: what the rules require.

Minutes and correspondence. Section 69A of the Act lists keeping minutes of each meeting and copies of correspondence and other documents.

The rules. Under s.53 of the Act, a member may ask the secretary for a copy of the rules. The secretary may ask for the reasonable cost, and gives a complete copy as soon as practicable after payment.

Notice for meetings

Meeting	Notice
Committee meeting	As the committee decides (r.23(3), (4)). Quorum: more than half the elected committee members (r.24).
General meeting	At least 14 days, stating the business (r.35(2), (6)). Quorum: the number of committee members plus 1 (r.36).
Meeting to decide a special resolution	At least 14 days, in writing, stating the resolution (r.35(5)(b)).

Special resolutions

The Act says a special resolution passed without proper written notice has no effect (s.3). It is passed by three-quarters of the members present and entitled to vote (schedule 2). The Act requires one to change the rules (s.48), change the club's name (s.35) or wind the club up voluntarily (s.90). The Office of Fair Trading answers questions on 13 74 68.

Minutes checklist

Model Rule 26 asks for full and accurate minutes of all questions, matters, resolutions and other proceedings. Clubs commonly record:

☐ Date, time and place
☐ Who attended; apologies
☐ Quorum met
☐ Conflicts of interest declared, and that the member left and did not vote
☐ Each motion, mover, seconder and result
☐ Main reasons for big decisions
☐ Any dissent a member asked to record
☐ Actions: who, what, by when
☐ Signed by the chairperson (r.26(2) committee; r.41(2) general meeting)

Where this comes from

Associations Incorporation Act 1981 (Qld), s.69A: the secretary's functions
Act, s.53: copy of the rules
Act, s.57B: access to general meeting minutes within 28 days
Act, s.3 and schedule 2: special resolutions
Act, s.35, s.48, s.90: name change, rule change, winding up
Model Rules r.13 (Associations Incorporation Regulation 1999, sch. 4): the register of members
Model Rules r.23, r.24, r.35, r.36: notice and quorum
Model Rules r.26 and r.41: minutes

Secretary: records and meetings