The role of the Secretary

The secretary must:

• Be able to organise
• Be fair towards all
• Give advice to the chairperson if asked.
• The secretary's tasks
• Organise the meetingplace (venue)
• Put together the list of matters to be discussed at the meeting (agenda) – see sample agenda in this section
• Send out notices (Try and nominate a single day per month e.g. the first Tuesday of the month at same time same venue)
• Keep a list of the members
• See to it that the meeting is declared open (enough people present) – it should be decided in advance by any group the minimum number required to meet or vote on a decision – this is a “Quorum”
• Write notes (minutes) on what is said or decided at the meeting (minutes are only available to members)
• Make copies or simply read out the minutes for the next meeting and invite Any Other Business ( AOB )
• See to it that members at the meeting sign their names in the register
• Keep copies of all letters, notes, correspondence in files
• Arrange the meeting logistics - paper, keys to the hall, lighting.etc