The Secretary provides leadership and direction to the Board on key administrative and legal responsibilities required under the Constitution. The Secretary’s specific duties include ensuring compliance with all legal requirements pertaining to registration, overseeing the safekeeping of important legal documents, ensuring that adequate records are kept of important meetings and decisions, and overseeing the membership process on behalf of the Board.

Role & Responsibilities:

The specific responsibilities of the Secretary are as follows:

Constitution and Seal

• Ensure that the Constitution is updated as amended by the membership and that the official copy is kept in a secure location at all times;
• Ensure that a copy of the Constitution is available for consultation at all meetings of the Board, the Executive Committee and the general membership;
• Ensure that the seal of LCN is kept in a secure location at all times and the policies and procedures regarding its use are strictly adhered to;

Leases, Contracts & Other Agreements

• On behalf of the Board, maintain current knowledge of the provisions of lease agreements, contracts for services and other such agreements as LCN may from time to time establish;

Compliance

• Ensure that LCN’s association registration is current at all times and that LCN complies with all annual reporting and renewal requirements;
• Be aware of changes to laws and policies affecting non-profit societies in Lesotho and recommend to the Board any required course of action;

Minutes, Documents and Correspondence

• Ensure the proper preparation and distribution of all documents pertaining to meetings of the Board, the Executive Committee and the general membership;
• Oversee the preparation of minutes of meetings of the Board, the Executive Committee and the general membership;
• Review and recommend for approval all minutes of meetings of the Board, the Executive Committee and the general membership;
• Ensure that minutes are properly approved and signed and any required amendments duly noted and completed;
• Ensure that an official minute book is kept by LCN, that the approved (signed) copies of all minutes are kept in the book, and that it is stored in a safe location at all times;
• Ensure that policies and procedures are in place and adhered to regarding access to information at LCN;
• Ensure that policies and procedures are in place and adhered to regarding confidential information, including procedures for documenting and storing the results of in camera deliberations at either the Board or Executive Committee meetings;
• Maintain a register of correspondence on behalf of the Board and ensure that queries and requests are accorded prompt responses;

Conflict of Interest

• Assist the President to ensure compliance with the Board’s Conflict of Interest Policy;
• Arrange for appropriate documentation and storage of confidential disclosures made according to the Policy;

Membership

• Oversee that administration of the membership process, including the receipt and review applications for membership, the approval of new members and the payment of annual dues;
• Initiate membership revocation proceedings as described in the Constitution and as may from time to time be required;

AGM

• Undertake a leadership role, on behalf of the Board, in the planning and preparation of the Annual General Meeting;
• Ensure that procedures governing membership and voting at the AGM are up-to-date and are adhere to at all times;

Committees

• Participate in standing or special committees as directed by the President or as requested by the Board.

Signing of Documents

• Act as a signing officer for LCN;

Other Duties

• Undertake such other duties as the President or the Board of LCN may from time to time require.