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12. DUTIES OF SECRETARY AND TREASURER
12.1 Duties of Secretary:
In addition to performing all other duties as the Council may from
time to time direct, the Secretary shall:
12.1.1 convene Annual General
Meetings, any other meetings of the Institute and meetings of
the Council;
12.1.2 give all notices
which the Institute or Council is required to give to Members
or decides to give to Members;
12.1.3 keep and enter in
the minute book minutes of all meetings of the Institute and of
the Council;
12.1.4 perform or supervise
the performance of the clerical work and the maintenance of proper
records of the Institute;
12.1.5 maintain a Membership
Register;
12.1.6 give all such notices,
certificates or information to the Registrar as may be required
by the Act or by the Registrar pursuant to the Act;
12.1.7 send and receive
correspondence on behalf of the Institute.
12.2 Duties of Treasurer:
In addition to performing all other duties as the Council may from
time to time direct, the Treasurer shall:
12.2.1 receive all fees,
subscriptions, levies and other moneys paid to the Institute and
issue receipts for such payments;
12.2.2 open and operate
a current bank account in the name of the Institute;
12.2.3 make such deposits
and investments in the name of the Institute as the Council from
time to may determine;
12.2.4 pay all accounts
and make all advances approved for payment by the Council;
12.2.5 maintain and keep
safe all financial records of the Institute and provide such records
to the Council or any Councillor on demand;
12.2.6 prepare and submit
to the Auditor an annual income and expenditure account and balance
sheet and provide the audited accounts to the Institute and to
prepare and provide to the Council the audited accounts and such
additional balance sheets reports or statements as are from time
to time required by the Council and after adoption of the accounts
by the Annual General Meeting file a copy of them with the Registrar;
12.2.7 report to the Council
any Members who fail within the prescribed period to pay any fees
subscriptions or other moneys due from them.
13. EXECUTIVE OFFICER
The Council may, in its discretion, appoint an Executive Officer
on such conditions of employment as it thinks fit. The Executive
Officer shall:
13.1 manage all the affairs
of the Institute under the Council's direction;
13.2 if so directed by the
Council in its discretion, act as Secretary of the Institute and
as Secretary to the Council;
13.3 keep the Register of
Members;
13.4 receive notices, and
convey the same to Members;
13.5 give notices of meetings
and keep minutes of proceedings;
13.6 supply to those entitled
to receive them the audited accounts of the Institute, and make
all financial and other returns required from time to time by the
Registrar; and
13.7 undertake such other
duties as are specified in the Rules or as may be assigned to the
Executive Officer by the Council.
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