Hong Kong Regulations

CO-OPERATIVE SOCIETIES RULES - RULE 61

Duties of secretary

The duties of the secretary shall be-

   (a)  to attend all meetings of the registered society and of the committee
        and to carry out all the instructions of the committee;

   (b)  to be present at the office during the hours of business as fixed from
        time to time by the committee;

   (c)  to record the whole of the transactions of the registered society in
        the books provided for that purpose; to conduct correspondence on
        behalf of the registered society; to prepare the annual statement of
        accounts and balance sheet; and to have charge of the documents, books
        and vouchers for payments and receipts on behalf of the registered
        society;

   (d)  to receive all applications for loans and bring the same before the
        committee; to prepare receipts and other documents in the form
        prescribed for signature by borrowers prior to their taking the loans
        sanctioned; and with the authority of the committee to supply
        information about the registered society which may be applied for by
        members;

   (e)  to receive all moneys due or payable to the registered society and
        issue receipts to the payer for same from a counterfoil receipt book
        supplied to the registered society for the purpose by the Registrar,
        obtaining at the same time the signature of the person making the
        payment on the counterfoil;

   (f)  to deposit with the treasurer from moneys collected by him on behalf
        of the registered society all sums in excess of an amount to be fixed
        from time to time by the committee and to obtain from him a receipt on
        a form to be taken from the prescribed counterfoil book;

   (g)  to keep separate all moneys belonging to the registered society and on
        no account to mix them with any other moneys; and to produce at all
        times when called upon to the committee, or the Registrar or any
        person authorized by him, all moneys in his hands belonging to the
        registered society;

   (h)  to make payments as authorized by the committee, obtaining the payee's
        signature on the payment book prescribed by the Registrar: Provided
        that if the payment is made outside the registered society's office
        the secretary shall, in every instance, obtain from the payee a
        manuscript receipt and attach it to a separate page of the payment
        book;

   (i)  to issue a receipt on a form to be taken from the prescribed
        counterfoil book when receiving money from the treasurer; and

   (j)  to summon meetings as provided in the rules.