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Secretary — Records & Meetings

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.

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

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 21 days to all members All of the above plus the exact wording of the proposed resolution Model Rules; special resolution defined in s.3 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).

Critical: 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

For detailed guidance on what "good minutes" look like (with examples), see Secretary's Protection Guide.

For ready-to-use templates, see Meeting Agenda Template and Meeting Minutes Template.

Sources

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