- Provide company Secretariat Services to the Council (board), and all its Subcommittees
- This includes, inter alia, for Council and its Subcommittees:
- Attendance of all meetings, ad-hoc meetings and workshops (virtually, majority of meetings are virtual, with only the Annual Council Workshop and related meeting being in-person),
- Preparing the chairpersons draft report,
- Schedule and coordinate attendance for all meetings to ensure quorum is met and confirmed, prior to the meeting,
- Compiling and circulating the draft agenda, previous meeting minutes and matters arising in preparation for the meeting.
- Collate, index and paginate the meeting document pack, including following-up on outstanding information to ensure completeness.
- Distribute the document pack seven days before the meeting, electronically and/or in hardcopy
- (Where required SAST will provide printing and binding equipment and material.).
- Compile each Council members claim forms for travel and preparation time which must be available
- at the start of each meeting.
- Compile the meeting administrative documents which must include the meeting attendance register and declaration of interest forms.
- Compiling meeting minutes and matters arising, which must be circulated within two weeks of the meeting, and any amendments thereto as required.
- Compile and format Council and subcommittee resolutions and maintain the resolutions register,
- Ensure all meeting minutes and resolutions are duly signed.
- Safekeeping of all meeting administrative documents and recordings, including the master copy of the document pack, minute books and visual and audio recordings of all meetings.
- Provide in-meeting assistance to the Council, its Subcommittees and the CEO in respect of general corporate governance practices and procedures, including King IV, and to ensure that meetings are arranged and conducted in a professional manner.
- Provide support to Council, its Subcommittees and the CEO, including the audit and risk committee, in respect of legislative requirements and duties.
- Provide CEO with Council and Subcommittee information and documents as required for compiling
- organisational reports.
- Provide CEO, Council and sub-committees with out of meetings administrative support.
- Draft annual workplans for Council and the Subcommittees aligned to their duties and responsibilities in order to meet reporting deadlines.
- Keep all Council documents and recordings secure to ensure confidentiality.
- Conduct, using own tools as agreed with the SAST, an annual Council assessment, including an
- assessment of all Subcommittees of the Council.
- Prepare an evaluation form for the evaluation of the Company Secretariat Service, to be conducted by the Council annually.
- Subcommittees of Council:
- Audit and Risk Committee,
- Institutional Development Committee,
- Human Resources and Remuneration Committee,
- Finance Committee,
- Social and Ethics Committee,
- Information and Communication Technology Strategic Committee, and
- any other committee that may be established by Council.
- Reporting lines:
- Chairperson of Council and Chairperson of subcommittees.
- CEO (administrative matters).
- Registered with the Chartered Governance Institute of Southern Africa.
- Submit proof of registration with the Chartered Governance Institute of Southern Africa.
- Admitted attorney, registered with the Law Society of South Africa.
- Submit a letter from a relevant Law society confirming good standing and a Certified copy of the Fidelity Fund Certificate.
