Business Kyneton Committee Roles & Responsibilities

Approved by: Business Kyneton
Effective Date: 17th October 2025
Review Date: 17th October 2027

1. Purpose

These guidelines outline the key roles, responsibilities and expectations for office bearers and committee members of Kyneton District Business & Tourism Association Inc. — a non-profit incorporated association under the Associations Incorporation Reform Act 2012 (Vic).

The aim is to ensure clarity of duties, strong governance, and effective collaboration within the Committee of Management.

2. Overview of Committee Structure

The Committee of Management (the “Committee”) governs the affairs of Business Kyneton in line with its Constitution and legal obligations. The Committee is typically composed of:

  • President

  • Vice President

  • Secretary

  • Treasurer

  • General Committee Members

All committee members share collective responsibility for the lawful and effective running of the association.

3. General Responsibilities of All Committee Members

All Committee members must:

  1. Act in good faith and in the best interests of Business Kyneton.

  2. Comply with the association’s Constitution, policies, and Victorian law.

  3. Attend meetings regularly and contribute actively to discussion and decision-making.

  4. Maintain confidentiality of internal discussions and sensitive information.

  5. Declare and manage conflicts of interest transparently.

  6. Represent Business Kyneton positively and uphold its values in the community.

  7. Support the delivery of strategic and operational goals, events, and programs.

  8. Work collaboratively with other Committee members and volunteers.

4. President

Role Summary: Provides leadership to the organisation, chairs meetings, and acts as the primary spokesperson and representative of Business Kyneton.

Key Duties:

  • Lead and facilitate Committee meetings effectively and fairly.

  • Represent Business Kyneton at public, business and government functions.

  • Ensure the Committee operates according to the Constitution and Code of Conduct.

  • Provide strategic direction and maintain alignment with organisational goals.

  • Support and mentor other Committee members.

  • Authorise official communications, statements, and partnerships where appropriate.

  • Serve as signatory on official documents and bank accounts (as required).

5. Vice President

Role Summary: Supports the President and assumes their duties when the President is unavailable.

Key Duties:

  • Act as deputy to the President, providing leadership continuity.

  • Assist in coordination of events, programs, and member engagement activities.

  • Take responsibility for specific portfolios or working groups as agreed.

  • Support governance reviews and committee succession planning.

  • Maintain active communication with members and local partners.

6. Secretary

Role Summary: Responsible for administration, compliance, and record-keeping of the association.

Key Duties:

  • Maintain accurate and up-to-date membership and meeting records.

  • Prepare and distribute agendas, minutes, and notices of meetings.

  • Ensure compliance with reporting requirements under Victorian association law.

  • Manage correspondence and official communications.

  • Maintain the association’s register of members and documents.

  • Support transparent decision-making through accurate documentation.

  • Lodge annual statements and other legal forms with Consumer Affairs Victoria.

7. Treasurer

Role Summary: Oversees the financial management, integrity, and reporting of Business Kyneton.

Key Duties:

  • Manage and monitor the association’s finances, including budgeting and cash flow.

  • Keep accurate financial records in accordance with accepted accounting practices.

  • Prepare financial reports for each Committee meeting.

  • Present annual financial statements at the Annual General Meeting.

  • Ensure timely lodgement of financial returns and compliance obligations.

  • Oversee fundraising and ensure responsible financial stewardship.

  • Act as a signatory on the association’s bank accounts.

8. General Committee Members

Role Summary: Contribute to the effective governance and strategic direction of the association through participation and collaboration.

Key Duties:

  • Attend and participate in all Committee meetings and events.

  • Support and promote Business Kyneton’s mission and activities.

  • Participate in working groups or subcommittees as required.

  • Provide input on decisions, policies, and community initiatives.

  • Act as ambassadors for the association within the business and tourism community.

  • Assist with events, communications, and membership engagement.

9. Collective Accountability

The Committee is collectively responsible for ensuring:

  • Legal and financial compliance.

  • Transparency and ethical governance.

  • Effective risk management.

  • Positive engagement with members, stakeholders, and the broader community.

10. Review

These guidelines should be reviewed every two years or as required to reflect any structural or legal changes to Business Kyneton’s governance framework.