You are the secretary of a Queensland croquet club. Your club is an incorporated association under the Associations Incorporation Act 1981 (Qld). That Act, and a handful of other laws, define what you must do. Everything on this page and its linked topic pages is a legal requirement, not a suggestion.
This is the bare minimum. If you do these things, you are compliant. If you want the practical how-to (templates, onboarding steps, meeting rhythm), see The Secretary's Handbook.
The legal requirements at a glance
| Obligation | What the law says | Detail |
|---|---|---|
| Be eligible | Must be 18+, live in QLD (or within 65km of border), no disqualifying convictions | Eligibility & Appointment |
| Keep records | Register of Members, Constitution, minutes of every meeting | Records & Meetings |
| Run meetings properly | Correct notice periods, quorum, accurate minutes signed by chairperson | Records & Meetings |
| File annual returns | AGM within 6 months of FY end, Form 12 within 1 month of AGM | Annual Obligations |
| Meet your officer duties | Care and diligence, good faith, disclose conflicts, don't trade insolvent | Officer Duties |
| Handle grievances | Acknowledge, allow 14 days direct resolution, refer to mediator within 21 days if unresolved and requested | Officer Duties |
| Comply with other laws | Child safety, workplace safety, anti-discrimination | Other Legal Obligations |
What is NOT legally required
The law does not require the secretary to:
- Run the club's social media
- Coordinate events or tournaments
- Manage volunteers or fundraising
- Maintain the grounds
- Write the newsletter
These tasks are important, but they belong to other roles. When the secretary absorbs them, burnout follows. For guidance on what to delegate, see Secretary Role — Minimum Requirements.
Your protection — three layers
The law doesn't just impose duties. It also protects you. Club secretaries in Queensland have three layers of protection:
| Layer | What it does | Detail |
|---|---|---|
| 1. The law | Civil Liability Act 2003 (Qld) s.39 gives volunteers acting in good faith personal immunity from civil liability. You cannot be sued personally if you acted honestly and in the club's interest. | Other Legal Obligations |
| 2. Good records | Your minutes, conflict declarations, and correspondence are the evidence that you acted in good faith. If a decision is ever questioned, the minutes are the first thing anyone looks at. | Secretary's Protection Guide |
| 3. Insurance | CAQ's V-Insurance policy covers all affiliated clubs. D&O (Directors & Officers) insurance protects committee members against governance claims. Public Liability covers third-party injury and property damage. | Insurance |
The short version: Act honestly, keep good records, and call V-Insurance the moment anything goes wrong. You are well protected.
V-Insurance: (02) 8599 8660 or 1300 172 321 — call early, call before responding to any legal threat.
Going deeper
| Resource | What it covers |
|---|---|
| The Secretary's Handbook | First 30 days, monthly rhythm, AGM countdown, templates |
| Secretary's Protection Guide | Documentation standards, minutes quality, conflict recording |
| Secretary Role — Minimum Requirements | Three-tier framework: legal, operational, not-your-job |
Related
- Governance — broader governance guides and resources
- Legal & Risk — volunteer protection, insurance, incidents
- ← Club Support