Darwin Masonic Precinct Incorporated
Duties of Committee Members and Officers
Duties of Committee members are defined in the Darwin Masonic Precinct Incorporated Constitution, the DMPI Regulations through the Constituent Documents, Northern Territory Associations Act and all other Australian and Northern Territory legislated Acts and Regulations.
This document seeks to summarise the duties of all committee members as defined in the DMPI Constitution, the duties of specific officers identified within the Constitution, as well as the duties of specific officers identified by the Management Committee as necessary for the effective operation of the Freemason Hall building and precinct. At the end of this document is a generic Code of Conduct that applies to all Masonic associations and is binding on Committee members of DMPI.
The duties and code of conduct defined herein are binding on DMPI members by virtue of their inclusion in this document and the inclusion of this document in the DMPI Regulations under the Constitution, by resolution of the Management Committee.
As soon as practicable after being elected to the Committee, each committee member must become familiar with the Act and regulations made under the Act including the DMPI Constitution and associated Regulations.
The Committee is collectively responsible for ensuring the Association complies with the Act and regulations made under the Act.
Subject to subclauses (2) and (3), the Chairman must preside at all general meetings and committee meetings.
If the Chairman is absent from a meeting, the Deputy Chairman must preside at the meeting.
If the Chairman and the Deputy Chairman are both absent, the presiding member for that meeting must be
a member elected by the other members present if it is a general meeting; or
a committee member elected by the other committee members present if it is a committee meeting.
Duties as delegated under the DMPI Emergency Action Plan. - Note that the Chairman’s responsibilities under the DMPI Emergency Action Plan are delegated to him by the Management Committee approval of the Regulations and that plan, rather than inherent in the Constitution.
A more detailed operational guide “The role of the DMPI Chairman” in the Google Workspace DMPI Corporate Drive, in the Misc Corporate Doc Drives is also available.
The Secretary must
coordinate the correspondence of the Association;
ensure minutes of all proceedings of general meetings and of committee meetings are kept in accordance with section 38 of the Act; and
perform any other duties imposed by this Constitution on the Secretary.
Duties as delegated under the DMPI Emergency Action Plan
The Secretary has custody of the official minutes of all meetings of the Darwin Masonic Precinct Incorporated
A detailed operational guide/task list “The role of the DMPI Secretary” in the Google Workspace DMPI Corporate Drive, in the Misc Corporate Doc Drives is also available.
The Treasurer must
receive all moneys paid to or received by the Association and issue receipts for those moneys in the name of the Association;
pay all moneys received into the account of the Association within 15 working days after receipt;
make any payments authorised by the Committee or by a general meeting of the Association from the Association's funds;
The Treasurer must ensure the accounting records of the Association are kept in accordance with section 41 of the Act.
The Treasurer must coordinate the preparation of the Association's annual statement of accounts.
The Treasurer has custody of all securities, books and documents of a financial nature and accounting records of the Association unless the members resolve otherwise at a general meeting.
The Treasurer must perform any other duties imposed by this Constitution on the Treasurer.
A detailed operational guide/task list “The role of the DMPI Treasurer” in the Google Workspace DMPI Corporate Drive, in the Misc Corporate Doc Drives is also available.
The public officer must ensure that documents are filed with the Commissioner of Consumer Affairs in accordance with sections 23, 28 and 45 of the Act, and /or with Australian Charities and Not for Profit Commission, (ACNC) as required by both organisations.
The public officer must keep a current copy of the Constitution of the Association.
The hall Letting officer is the member of the DMPI committee who is appointed by the committee from the elected, appointed, or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to coordinate and manage usage of the hall and provide a single point of contact for members of the public interested in using the hall as well as lodge members and other regular users wishing to change their regular use.
Duties:
To liaise with potential hirers to provide advice regarding availability of the hall ground floor area, costs, access, conditions, and limitations.
To ensure the hirer reads, understands, and agrees to their responsibilities as detailed in the hall hire agreement.
Issue, record and retrieve key fobs.
Determine, record and generally manage room allocation within the Masonic Hall.
Liaise with the treasurer regarding payment for hall use. (Regular users will generally directed to pay for hall usage monthly by EFT to the DMPI bank account.)
Report to the DMPI management committee regarding hall usage and issues.
Duties as delegated under the DMPI Emergency Action Plan
The precinct maintenance officer is a member of the DMPI committee who is appointed by the committee from the elected, appointed, or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to manage the routine and incidental defect maintenance of the Masonic precinct including the hall and to provide a single point of contact for hall users to report defects and malfunctions of precinct infrastructure and fittings
Duties:
Receive and record defect reports, arrange rectification of the defects, either directly or by engaging contractors and provide building access to such contractors as and when required.
To maintain a schedule of routine and statutory maintenance functions and ensure they are performed either directly or by engaging contractors and provide access to such contractors as and when required.
Liaise with the treasurer regarding payment of contractors. (Contractors will generally be directed to submit their invoice to the treasurer by email for payment by EFT.
Report to the DMPI management committee regarding defects and issues.
Consult with the treasurer and executive committee before committing to any remedial work likely to exceed one thousand dollars ($1000) unless essential for life or safety.
Duties as delegated under the DMPI Emergency Action Plan.
The precinct works project officer is the member of the DMPI committee who is appointed by the committee from the elected, appointed or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to manage the alteration and development projects for the Masonic precinct including the hall.
Duties:
Liaise with the Precinct Project Manager to develop project plans to address building issues including sketches and drawings, scope of works, impact review, cost estimate and RFQ documentation.
Manage projects approved by the committee, including issuing RFQ, offer acceptance process, timing and performance of works and liaison with stakeholders, including but not limited to the maintenance and tenancy officers.
Liaise with the treasurer regarding payment of contractors. (Contractors will generally be directed to submit their invoice to the treasurer by email for payment by EFT.
Consult with the treasurer and executive committee before committing to any variation of work likely to exceed one thousand dollars ($1000) unless essential for life or safety.
The masonic librarian is the member of the DMPI committee who is appointed by the committee from the elected, appointed or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to manage the masonic library, purchasing, cataloguing, issuing, retrieving and maintaining a book collection appropriate to the education and advancement of members in the craft.
Duties:
Develop and maintain a masonic library at Masonic Hall, 23 Stokes St Parap.
Purchase such books, publications and other media considered appropriate to the education of members in freemasonry.
Maintain a catalogue of books available within the library.
Devise, maintain and manage a system to advise members of the media available for loan, the loan process and any costs or penalties
Liaise with stakeholders as required when developing and revising the library catalogue.
Report to and consult with the DMPI management committee regarding library priorities, funding and development.
Liaise with the treasurer regarding payment of suppliers or for payment of direct purchases. (Suppliers will preferably directed to submit their invoice to the treasurer by email for payment by EFT).
Consult with the treasurer and executive committee before committing to any purchases likely to exceed one thousand dollars ($1000).
The precinct works project officer is the member of the DMPI committee who is appointed by the committee from the elected, appointed or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to manage the documentation of larger maintenance and development projects for the Masonic precinct including the hall and to develop and maintain a plan for the ongoing preservation and development of the precinct.
Duties:
Develop and maintain an asset management plan for the Masonic precinct including the hall.
As an outcome of the asset management plan, in conjunction with the Precinct Works Project Officer, develop project plans to address issues exposed by that plan, including a scope of works, impact review, cost estimate and RFQ documentation.
Liaise with stakeholders as required when developing and revising the asset management plan and ensuing projects.
Report to and consult with the DMPI management committee regarding project priorities, funding and programming.
Assist the Precinct Works Project Officer where necessary, to manage projects approved by the committee, including issuing RFQ, offer acceptance process, timing and performance of works and liaison with stakeholders, including but not limited to the works project officer, maintenance and tenancy officers.
Liaise with the Precinct Works Project Officer regarding documentation and assessment of variations for unforeseen work and DMPI revisions.
Consult with the precinct works project officer, treasurer and executive committee any variation of work likely to exceed one thousand dollars ($1000) or likely to significantly alter the parameters of the project, unless immediately essential for life or safety.
The precinct and Public Health and Safety Supervisor is the member of the DMPI committee who is appointed by the committee from the elected, appointed or delegated members to perform the duties as noted below. The position is held for one year, normally appointed at the committee meeting held immediately after the AGM, or at any other time it becomes necessary due to vacancy.
The purpose of this position is to manage the documentation of Precinct Covid management plans as required under NT Public health regulations
Develop and maintain a Fire, Public Health and Safety plan for the Masonic Precinct including the hall.
Train and manage fire, health and safety wardens in each constituent lodge.
Review Fire Health and Safety plans and training every six months or more frequently as required by fire, safety and public health directives.
Liaise with stakeholders as required when developing and revising the plans and ensuing directions.
Report to and consult with the DMPI management committee regarding Fire Public Health and Safety management.
Liaise with the Hall Tenancy Officer regarding documentation and display of Fire, Health and Safety policy
A Committee member must act honestly, in good faith and in the best interests of the organisation as a whole.
A Committee member has a duty to use due care and diligence in fulfilling the functions of office and exercising powers attached to that office.
A Committee member must use the powers of office for a proper purpose, in the best interest of the organisation as a whole.
A Committee member must recognise that the primary responsibility is to the organisation as a whole but should, where appropriate, have regard to the interests of all stakeholders in the organisation.
A Committee member must not make improper use of information acquired as a Committee member.
A Committee member must not take advantage of being in the position of Committee member.
A Committee member must not allow personal interests or the interest of any associated person to conflict with the interest of the organisation.
A Committee member has an obligation to be independent in judgement and actions and to take all reasonable steps to be satisfied as to the soundness of all decisions taken by the Committee.
Confidential information received as a Committee member in the course of exercising those duties remains the property of the organisation from which it was obtained and it is improper to disclose it or allow it to be disclosed, unless that disclosure has been authorised by that company, or the person from whom the information is provided, or is required by law.
A Committee member should not engage in conduct likely to bring discredit to the organisation.
A Committee member is obligated, at all times, to comply with the spirit, as well as the letter, of the law.
A Committee member will behave in a manner consistent with his Masonic values, principles and obligations.
A Committee member will follow good management practice – correct/admonish in private, praise in public. And, as taught “in the decision of every trespass against our rules, judge with candour, admonish with friendship, and reprehend with mercy.”
This Revision of this Regulation is approved by resolution of the DMPI Management Committee Meeting, Item 7.d, on 9/10/2023.