The Role of the Secretary

The smooth running of the club depends on the efficiency with which you handle the records, correspondence and other communications. Experienced secretaries will tell you that their duties often expand beyond what is normally expected of them.  The main purpose of the role is that of principal administrator for the club. The secretary carries out or delegates all of the administrative duties that enable the club and its members to function effectively. The secretary has a pivotal role within the club, with a close involvement in the running of the club. It is mportant to know what all other persons are responsible for to ensure the whole club is united in its work. The role therefore requires the secretary to have good communication skills and a general knowledge of both the playing and non-playing side of the sports club. The ecretary is usually the first person an outsider contacts, and a good secretary is vital to the successful management of any club or association. The secretary is the principle administrative officer and provides the link between the members, the executive committee and outside agencies (eg other clubs, leagues, the national governing body, the local community and the media).  People interested in a sports club contact the secretary for information or details about becoming a member, of meetings, events or activities.

The role of secretary is diverse and varied – individuals in this role will often be at the forefront of a mix of duties, all of which are as important as each other.

   Here is a summary of some of the more key tasks:

Representing the club at meetings (eg league meetings, local development group meetings).

Keeping up to date with sports initiatives by compiling and checking a list of useful websites regularly.

Affiliating the club to the local league.

Registering players.

Dealing with correspondence.

Organising and booking match facilities.

Organising the club’s annual general meeting (AGM).

Organising and attending all executive committee meetings.

Taking and distributing minutes.

Maintaining accurate records.

Ensuring action points from meetings have been carried out.

Organising special events.

Supporting the club with funding applications.

Collecting and analysing information from the members (eg from an end of season feedback form or questionnaire).

 WRITING MINUTES

At the end of a complicated discussion, using simple language, provide a brief, clear summary of what you think has been agreed.

Confirm in a few words the decision, the action to be taken, who is going to take that action and by when.  The secretary is in an influential position, but has the sometimes difficult task of contributing to the discussions while keeping a record of the meeting. Do not assume that you will be able to remember all the decisions.  Short notes and jottings taken during the meeting may seem perfectly clear at the time but a week later can cause confusion as to what was actually agreed.

Follow these guidelines when you write the minutes:

List those people present and record the apologies for absence.

Follow the order of the agenda and try to keep each section short. Give each sub-section its own separate heading and each point a separate paragraph.

State the main issues and the decisions made.

Do not take sides when recording a discussion. Try to be objective, and outline the facts of each argument.

Record the full text of motions if a vote was taken.

Write up the minutes as soon as possible after a meeting, while the discussions are still fresh in your mind.

Circulate the minutes to all members of the committee soon after the meeting (ideally within a few days), so as to inform those who were absent and to remind those who have some work to do arising from the meeting.

Make a diary note for a fortnight’s time to follow up action points and check the jobs have been carried out.

When documenting AGMs, which are usually governed by strict constitutional rules regarding procedures, keep a formal record, stating the names of proposers and seconders, quoting the exact text of resolutions, and the results of the voting.

Committee meetings can be minuted more informally by simply stating the decisions that have been taken, unless any special request has been made to record disagreement.

Take down minutes following a standard style, choosing the appropriate word to suit the circumstances. Examples are as follows:

dicates a strong consensus to

support a particular course of action.

Recommended – indicates a proposal to

another committee or club.

Noted – indicates that a matter was reported,

but no decision was necessary.

Received – indicates that a report was

presented and accepted.

Approved – indicates that a recommendation

has been endorsed.

Recognised – indicates that information was

accepted, but no decision was taken.

Resolved – indicates that a motion was

formally proposed, voted upon and passed.