Secretary

**Note the following was added 22nd Sept 2023

The introduction of a group approach to the role of the secretary, a secretariat who administer the information requirements of the co-operative

The secretariat handles correspondence of the co-operative leaving the secretary to focus on matters before the board.

CNL The Appointment of the secretary

The board must appoint a secretary who is an adult person who ordinarily resides in Australia. The secretary’s role is to support and advise the board of directors concerning their duties and responsibilities as board members.

The secretary is personally liable for any failure to comply with the obligations imposed on co-operatives under the CNL. The co-operative rules may also provide for specific duties to be undertaken by the secretary.

Secretarial Tasks

• Email out new directors for - Link to Email template?
• Google Board Folders - Secretary - Board
• Access to Membership Register - AX3 
• Update the CAV - How?
• Board Correspondence - Here
  • Prioritising/Rerouting -  redirects
• Minutes - Meeting Guidelines

Keeping everyone informed

The secretariat Terms of reference are

Democratisation of information
Transparency
Improve the flow
 - The Suite

Dte Coop has its own user to user communication system, which is totally opt in.

Its use should be encouraged Talk to other site users.

One to many 
- Forum
- Mailing Lists
- Co-op Notices
- Blog

One on one
- Member to Member

Reduce the workload

Redirect non board emails
Use technology to redirect incoming emails to their best destination. Ask the question - Is this item of correspondence for the board and if it is not then we should advise the sender of the more direct address. This would help those energy centres to function more efficiently.

Spreadsheet of the emails the secretary currently handles and what we are redirect ng them thereby leaving a good example of what board emails are.
Email In
Secretary decides if its

 
Non Board - (Secretariat)
 - forwards to secretariat.
 - secretariat checks if direct to end, notify sender if not
 - forward to department

Board
 - Prints PDF and uploads to Drive
 - Add to Correspondence spreadsheet - (Create) - (Auto populate with Zapier or Flow)
 - Board can add comment to cell next to item

Zapier
Until Googlesuite in operation - Use Zapier to autolog to a spreadsheet incoming emails

Better use of DTE.coop
Help tidy the communication channels ensuring the user list in the website its as up to date as possible.
Make it easier for member to self inform wherever they can, that there User when logged in is a gateway to member information.

Minutes
The secretariat produces the minutes outlined here Link to minute keeping

It leaves how do we deal with confidential matters which we hope are being reduced because of the moderated email  lists and the introduction of an external Ombuds

Create the social sectretariat
 - A group pf social India exponents working together getting the message out theirCreate an fB page for the secretary box DTE that can then administer events in community post at a single source

- FB - Instagram -

The introduction of Forums

DTE Forums - All Categories

To discuss topics/motions before the community