SECRETARY

Description:


The role of the Secretary is to provide administrative support to the President and the STORC Committee by conducting and organizing the administrative duties involved within the Club. The general running and flow of Committee Meetings depends on the overall efficiency of the Secretary with regards to listening and documenting all that occurs during a meeting.  Is an elected member of the Committee.


Duties:


  • Records all emails received and sent
  • Sort and distribute before the committee meeting i.e. Accounts to Treasurer, and Membership Enquiries to New Membership Officer etc.
  • Respond in writing as required to any emails/letters etc
  • Privacy Officer – Acts as a liaison between Club and Members if there is a privacy issue.


Before Each Months Committee Meeting:

  • Email a copy of the previous month’s minutes to all committee members one week after the previous meeting. Seek items for an agenda and apologies. All items are to be requested one week out in order to correlate and redistribute the final agenda to everyone before the meeting.


At the Committee Meeting:

  • Distribute any further items received to appropriate members
  • Document and record all discussions that occur on the night. Use the previous months minutes to ensure that the meeting follows a set guideline.
  • Ensure that the President signs the previous month’s minutes once they have been moved as true and correct.


After the Meeting:

  • Type up the meeting minutes. It is advisable to write up the minutes within a week of the meeting while all items are fresh in your mind. Circulate them to the committee as a draft and invite feedback i.e. spelling, correct details etc.
  • Write any letters that were required following the meeting


Additional Duties

  • Have the Web Administrator place a notice of the upcoming AGM on the website in September stating place, time & business. The AGM is always in October.
  • After the AGM it is the Secretary’s job to notify the Citizens’ Advice Bureau (CAB) and the Federated Mountains Club (FMC) of the new President, Secretary and Treasurer’s details.
  • Act as a signatory to Club’s bank account
  • Forward a copy of all emails received and replies sent through Sporty to stcinfor99@gmail.com
  • Back up files to memory stick and portable hard drive regularly

                                                                                             Current as at: 1 August 2024