">
">
">
">
The Club Secretary Why do you Need a Secretary The secretary is the key administration officer of the club. This person provides the link between members, the club executive committee and outside agencies (such as other clubs and organisations). The position of secretary is critical to the successful management of any club or organisation. The secretary is often the first point of contact for people interested in the club who need information or details about activities. An effective secretary also helps in co-ordinating club events such as meeting schedules, working bees and fundraising activities. The secretary's role is a challenging one. Often not seen as high profile, in actual fact the secretary is a key pivot point for all the club's activities. This person is a valuable member of the club and contributes continuously to its success. Every effort should be made to support and value this person, whose duties may sometimes be repetitive and timeconsuming. In many clubs, the hard work of the secretary is often recognised by an honorarium (a small payment made for the service given). Professional Skill and Qualities What is a Secretary? The international definition states: A SECRETARY shall be defined as an executive assistant who possesses a mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgement and makes decisions within the scope of assigned authority. The secretary aims to be: > well organised lots of energy and enthusiasm > task and time efficient > interested in people > a good communicator > showing initiative > able to use tact and discretion > goal orientated and self motivated > committed, reliable and trustworthy Skills needed include: > good understanding of the organisation and its activities > understanding of the office of secretary > competant word processing > telephone skills > good listening skills > knowledge of systems and procedures > management and supervision of other staff/volunteers The above is a very comprehensive list! However, if someone has the enthusiasm for the position, some of the necessary skills, and receives plenty of encouragement and committed support, they will grow to become a valuable club asset. Where to Find the Secretary? A good secretary is often found from within your organisation. There are many myths about the workload and the little thanks the secretary receives. Through good communication and a clear description of the tasks involved, the position can be interesting and provide involvement. Your secretary is often someone who has a keen interest in the organisation and wants to see the organisation progress. They may or may not be actively involved in the organisation's activities. They may be from a member's family, former participants or keen spectators of club events. With good support, previously well-maintained records, and clear instructions on what has to be done, many enthusiastic volunteers have become effective secretaries for their club. Role and Responsibilities These will vary from organisation to organisation. As a guide we have divided the role into core responsibilities and additional responsibilities. Core Responsibilities 1 Mail/correspondence - inward/outward go to this section 2 Meeting procedures (including minutes) go to this section 3 Communication and public relations - inward/outward go o this section 4 Record maintenance and filing systems go to this section 5 Word processing go to this section 6 Administration supplies/equipment/keys go to this section Additional Responsibilities may include: > Managing/supervising other staff/volunteers; > Arranging functions > Supporting club events/activities > Other activities as appropriate to skill and interest. 1. Mail/Correspondence Inward > Regularly clear the mailbox. > Enter all inward mail received in mailbook (See Appendix 1). a) You can purchase a printed mailbook from a stationer. b) Make up your own blank sets in a binder. c) It's a good idea to date stamp all incoming mail. Recording mail and copy distribution supports you in case members claim they did not received the information > Acknowledge all letters promptly > Ensure you clear the mailbox within 24 hours of a committee meeting, keeping correspondence matters up to date. > Prepare a list of correspondence for yourself prior to meeting, listing key points for each item. > Staple slip of paper to each item of correspondence (this can be entered as Inward Mail Record). On this slip of paper note the following: Meeting/Discussion Date Points for reply Deadline Date Outward > Reply promptly to correspondence. > File copies of all correspondence and replies in club records. A trend in recent years is to discontinue the correspondence record and table all correspondence by listing these items on the agenda. They can then be taken as ''read'. Members can request information if needed 2: Meeting Procedures Meeting Preparation > Contact chairperson and confirm agenda items. > Send out notice and agenda for meeting to all people concerned at pre-determined time set by committee (for example three weeks prior to meeting). Members should be aware of meeting date as this was the final item on minutes of previous meeting. > Enclose minutes of previous meeting if not already circulated > Confirm arrangements at meeting location for resources/catering/photocopying etc. > Be there to open the building/room in good time prior to meeting. - Arrange chairs for members (possibly in a circle). - Arrange table for chairperson/secretary/treasurer - Check catering arrangements. - Supplies of milk/tea/coffee/fruit juice/water/biscuits and hot water > Check your resources. - Diary - Correspondence files - Minute book - Notebook click here for SAMPLE AGENDA During the Meeting > Have a prepared list of expected participants. - Note those present - Note apologies - Note absentees > Following each agenda item, you will need to record: - Main points - Key issues - Decisions made - Reports presented - Accounts approved (See Appendix 7) > Motions MUST be accurately recorded and Proposer/Seconder recorded. > Be alert for additional notes. Working with the chairperson, ask questions if you are not clear. After the Meeting > Write up the minutes as soon as possible while the meeting is fresh in your mind (or record them on a small tape recorder). > Check the minutes with the chairperson prior to circulation. > Circulate to all committee members and other approved persons/organisations as quickly as possible (within one week if possible, to ensure actions required are completed). > Follow up on action points with persons concerned. > Enter in club diary items needing long-term attention. > Confirm in writing all important arrangements. > Reply to correspondence where appropriate. Annual General Meeting In addition to the above you will need to: > Send notice to all financial members in line with club rules. > Collect reports from club officers. > Receive nominations for club positions. > Arrange for printing of reports. > Make arrangements for guest speakers. 3: Communication and Public Relations The primary function of the secretary is to be the communications centre of the organisation. This means: > Communicating decisions made to all concerned. > Informing club members of events and activities (e.g. telephone, newsletters, etc) > Being the liaison point for external contacts (e.g. other clubs/membership enquiries/ guest speakers etc). Inward You are usually the first point of contact for the organisation. > Make up a contact list. > Check you are listed appropriately in: - Community Directories - Networking lists - Newsletters (NB: This needs to be updated if the secretary changes.) Outward > Keep the membership list up to date. > Possibly prepare a separate list for committee members, including: Residential address - Telephone (home/work), - Fax Postal address - E-mail > Check the preferred time for contacting members by telephone. > Respond to all calls as soon as possible. Always acknowledge even if you cannot provide immediate information. > System of 'ringers' for meetings is useful (team of people each ringing say four to six other people). This shares the telephone load. General A telephone note book can be useful to record incoming/outgoing calls (or make this a section of your personal/business diary). Meeting Liaison/Action The secretary plays a key role in following up progress on actions planned at meetings. It is important to check that all designated tasks have been completed. Read more about this in Managing Meetings. Membership The secretary has the responsibility of ensuring all new members have a copy of the rules, procedures and information about the organisation. > Membership application forms need to have the required information checked annually. > Prepare a membership kit and have these available to send out. Guest Speakers/Visitors The secretary is often responsible for telephone contact and written confirmation for guests. They may also have responsibility for greeting and hosting visitors at special events. At the first contact find out exactly what the guest/visitor expects to happen and what they may need in the way of resources. Draw up your own checklist if this is a regular aspect of your role. 4: Record Maintenance and Filing Systems Maintenance and security of club records and filing is the responsibility of the secretary. They are necessary for club returns regionally and nationally. A list should be held by the secretary of all records which are held by the club and who holds these records. (Financial records usually remain with the treasurer. Chairperson may hold separate records.) Records may take the form of: a) Manual files b) Computer files Manual Files Can be effective and portable, particularly between personnel. Good resources are available in the form of minute books, ring binders, storage binders/boxes, portable A-Z filing boxes. Computer Files More people have access to computers these days. The club may consider this a valuable resource to purchase at some point. Computers have the advantage of storing all information at the one source: Your records will include: Membership lists and database. Duty rosters. Applications for Grants/Sponsorship. Competition lists and results. Correspondence. Financial records. Historical Records Past members, club history and interesting information will be useful for reunions, fundraising and recruitment. 5: Word Processing This function of the secretary's role may be delegated. Most clubs have personnel who have access to word processing facilities. Small clubs may still have printed correspondence prepared on a typewriter and photocopied. It is important to keep file copies of all processed items. Meetings The standardised form for recording minutes helps in pre-meeting preparation and allows for longhand writing. Events/Speakers Ensure all important arrangements are confirmed in writing with copies to all concerned and copies on file. 6: Administration The secretary has responsibility for maintaining resources, equipment and security. Equipment Telephone access - evening (day if possible). Word processing facility - computer or typewriter. Fax access if possible. Resources > Diary for managing schedules of events, activities, meetings, fundraising sponsorship, and valuable information on the club (such as membership details/phone numbers). > Notebook/binder for recording meetings. > Minute book for storing signed minutes. > Stationery - club letterhead, envelopes, stamps. > Club seal and address stamp. > Files for records. Security > List of keys and who holds them. (Clubrooms, gate padlocks, etc) > Duplicate keys. Sample Agenda Title: Meeting of .............Club Committee at (place), on (date), at (time). 1. Present 2. Apologies 3. Absentees 4. Previous Minutes (or Minutes of the last meeting) 5. Matters Arising from Previous Minutes (not on the Agenda) 6. Inward and Outward Correspondence 7. Reports: Chairperson's/President's Treasurer's/Financial (income received/accounts paid) 8. Accounts to be passed for payment 9. Committee Reports in priority order 10 General Business 11. Next Meeting *********************************************************** The information above was taken from the document researched and compiled by Valerie Jackson, Jackson Training, Wellington. The full version is available on Sports.co.nz |
This information came from a document prepared for the Hilary Commission. It is available in full from sportnz.co.nz as a .pdf file |
This information came from a document prepared for the Hilary Commission. It is available in full from sportnz.co.nz as a .pdf file |
The Club Secretary Why do you Need a Secretary The secretary is the key administration officer of the club. This person provides the link between members, the club executive committee and outside agencies (such as other clubs and organisations). The position of secretary is critical to the successful management of any club or organisation. The secretary is often the first point of contact for people interested in the club who need information or details about activities. An effective secretary also helps in co-ordinating club events such as meeting schedules, working bees and fundraising activities. The secretary's role is a challenging one. Often not seen as high profile, in actual fact the secretary is a key pivot point for all the club's activities. This person is a valuable member of the club and contributes continuously to its success. Every effort should be made to support and value this person, whose duties may sometimes be repetitive and timeconsuming. In many clubs, the hard work of the secretary is often recognised by an honorarium (a small payment made for the service given). Professional Skill and Qualities What is a Secretary? The international definition states: A SECRETARY shall be defined as an executive assistant who possesses a mastery of office skills, demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgement and makes decisions within the scope of assigned authority. The secretary aims to be: > well organised lots of energy and enthusiasm > task and time efficient > interested in people > a good communicator > showing initiative > able to use tact and discretion > goal orientated and self motivated > committed, reliable and trustworthy Skills needed include: > good understanding of the organisation and its activities > understanding of the office of secretary > competant word processing > telephone skills > good listening skills > knowledge of systems and procedures > management and supervision of other staff/volunteers The above is a very comprehensive list! However, if someone has the enthusiasm for the position, some of the necessary skills, and receives plenty of encouragement and committed support, they will grow to become a valuable club asset. Where to Find the Secretary? A good secretary is often found from within your organisation. There are many myths about the workload and the little thanks the secretary receives. Through good communication and a clear description of the tasks involved, the position can be interesting and provide involvement. Your secretary is often someone who has a keen interest in the organisation and wants to see the organisation progress. They may or may not be actively involved in the organisation's activities. They may be from a member's family, former participants or keen spectators of club events. With good support, previously well-maintained records, and clear instructions on what has to be done, many enthusiastic volunteers have become effective secretaries for their club. Role and Responsibilities These will vary from organisation to organisation. As a guide we have divided the role into core responsibilities and additional responsibilities. Core Responsibilities 1 Mail/correspondence - inward/outward go to this section 2 Meeting procedures (including minutes) go to this section 3 Communication and public relations - inward/outward go o this section 4 Record maintenance and filing systems go to this section 5 Word processing go to this section 6 Administration supplies/equipment/keys go to this section Additional Responsibilities may include: > Managing/supervising other staff/volunteers; > Arranging functions > Supporting club events/activities > Other activities as appropriate to skill and interest. 1. Mail/Correspondence Inward > Regularly clear the mailbox. > Enter all inward mail received in mailbook (See Appendix 1). a) You can purchase a printed mailbook from a stationer. b) Make up your own blank sets in a binder. c) It's a good idea to date stamp all incoming mail. Recording mail and copy distribution supports you in case members claim they did not received the information > Acknowledge all letters promptly > Ensure you clear the mailbox within 24 hours of a committee meeting, keeping correspondence matters up to date. > Prepare a list of correspondence for yourself prior to meeting, listing key points for each item. > Staple slip of paper to each item of correspondence (this can be entered as Inward Mail Record). On this slip of paper note the following: Meeting/Discussion Date Points for reply Deadline Date Outward > Reply promptly to correspondence. > File copies of all correspondence and replies in club records. A trend in recent years is to discontinue the correspondence record and table all correspondence by listing these items on the agenda. They can then be taken as ''read'. Members can request information if needed 2: Meeting Procedures Meeting Preparation > Contact chairperson and confirm agenda items. > Send out notice and agenda for meeting to all people concerned at pre-determined time set by committee (for example three weeks prior to meeting). Members should be aware of meeting date as this was the final item on minutes of previous meeting. > Enclose minutes of previous meeting if not already circulated > Confirm arrangements at meeting location for resources/catering/photocopying etc. > Be there to open the building/room in good time prior to meeting. - Arrange chairs for members (possibly in a circle). - Arrange table for chairperson/secretary/treasurer - Check catering arrangements. - Supplies of milk/tea/coffee/fruit juice/water/biscuits and hot water > Check your resources. - Diary - Correspondence files - Minute book - Notebook click here for SAMPLE AGENDA During the Meeting > Have a prepared list of expected participants. - Note those present - Note apologies - Note absentees > Following each agenda item, you will need to record: - Main points - Key issues - Decisions made - Reports presented - Accounts approved (See Appendix 7) > Motions MUST be accurately recorded and Proposer/Seconder recorded. > Be alert for additional notes. Working with the chairperson, ask questions if you are not clear. After the Meeting > Write up the minutes as soon as possible while the meeting is fresh in your mind (or record them on a small tape recorder). > Check the minutes with the chairperson prior to circulation. > Circulate to all committee members and other approved persons/organisations as quickly as possible (within one week if possible, to ensure actions required are completed). > Follow up on action points with persons concerned. > Enter in club diary items needing long-term attention. > Confirm in writing all important arrangements. > Reply to correspondence where appropriate. Annual General Meeting In addition to the above you will need to: > Send notice to all financial members in line with club rules. > Collect reports from club officers. > Receive nominations for club positions. > Arrange for printing of reports. > Make arrangements for guest speakers. 3: Communication and Public Relations The primary function of the secretary is to be the communications centre of the organisation. This means: > Communicating decisions made to all concerned. > Informing club members of events and activities (e.g. telephone, newsletters, etc) > Being the liaison point for external contacts (e.g. other clubs/membership enquiries/ guest speakers etc). Inward You are usually the first point of contact for the organisation. > Make up a contact list. > Check you are listed appropriately in: - Community Directories - Networking lists - Newsletters (NB: This needs to be updated if the secretary changes.) Outward > Keep the membership list up to date. > Possibly prepare a separate list for committee members, including: Residential address - Telephone (home/work), - Fax Postal address - E-mail > Check the preferred time for contacting members by telephone. > Respond to all calls as soon as possible. Always acknowledge even if you cannot provide immediate information. > System of 'ringers' for meetings is useful (team of people each ringing say four to six other people). This shares the telephone load. General A telephone note book can be useful to record incoming/outgoing calls (or make this a section of your personal/business diary). Meeting Liaison/Action The secretary plays a key role in following up progress on actions planned at meetings. It is important to check that all designated tasks have been completed. Read more about this in Managing Meetings. Membership The secretary has the responsibility of ensuring all new members have a copy of the rules, procedures and information about the organisation. > Membership application forms need to have the required information checked annually. > Prepare a membership kit and have these available to send out. Guest Speakers/Visitors The secretary is often responsible for telephone contact and written confirmation for guests. They may also have responsibility for greeting and hosting visitors at special events. At the first contact find out exactly what the guest/visitor expects to happen and what they may need in the way of resources. Draw up your own checklist if this is a regular aspect of your role. 4: Record Maintenance and Filing Systems Maintenance and security of club records and filing is the responsibility of the secretary. They are necessary for club returns regionally and nationally. A list should be held by the secretary of all records which are held by the club and who holds these records. (Financial records usually remain with the treasurer. Chairperson may hold separate records.) Records may take the form of: a) Manual files b) Computer files Manual Files Can be effective and portable, particularly between personnel. Good resources are available in the form of minute books, ring binders, storage binders/boxes, portable A-Z filing boxes. Computer Files More people have access to computers these days. The club may consider this a valuable resource to purchase at some point. Computers have the advantage of storing all information at the one source: Your records will include: Membership lists and database. Duty rosters. Applications for Grants/Sponsorship. Competition lists and results. Correspondence. Financial records. Historical Records Past members, club history and interesting information will be useful for reunions, fundraising and recruitment. 5: Word Processing This function of the secretary's role may be delegated. Most clubs have personnel who have access to word processing facilities. Small clubs may still have printed correspondence prepared on a typewriter and photocopied. It is important to keep file copies of all processed items. Meetings The standardised form for recording minutes helps in pre-meeting preparation and allows for longhand writing. Events/Speakers Ensure all important arrangements are confirmed in writing with copies to all concerned and copies on file. 6: Administration The secretary has responsibility for maintaining resources, equipment and security. Equipment Telephone access - evening (day if possible). Word processing facility - computer or typewriter. Fax access if possible. Resources > Diary for managing schedules of events, activities, meetings, fundraising sponsorship, and valuable information on the club (such as membership details/phone numbers). > Notebook/binder for recording meetings. > Minute book for storing signed minutes. > Stationery - club letterhead, envelopes, stamps. > Club seal and address stamp. > Files for records. Security > List of keys and who holds them. (Clubrooms, gate padlocks, etc) > Duplicate keys. Sample Agenda Title: Meeting of .............Club Committee at (place), on (date), at (time). 1. Present 2. Apologies 3. Absentees 4. Previous Minutes (or Minutes of the last meeting) 5. Matters Arising from Previous Minutes (not on the Agenda) 6. Inward and Outward Correspondence 7. Reports: Chairperson's/President's Treasurer's/Financial (income received/accounts paid) 8. Accounts to be passed for payment 9. Committee Reports in priority order 10 General Business 11. Next Meeting *********************************************************** The information above was taken from the document researched and compiled by Valerie Jackson, Jackson Training, Wellington. The full version is available on Sports.co.nz |
">
">
">
">
