The role of a group secretary

The primary role of the Secretary is to record the business of the Group.

General Duties

Prior to Meetings
The agenda for meetings is drafted by the Secretary in consultation with the Chairperson (see Sample Agenda for general meetings) and Officers of the Committee.

Items for the agenda will/may include:

• Follow up matters from correspondence and previous meetings
• Relevant developments between meetings
• Motions from members; where a motion is submitted the name of the proposer and the title of the motion is to be included on the agenda. The exact text of the motion is to be used
• The Secretary circulates the meeting agenda in advance. Any documentation that requires major discussion should also be circulated with the agenda. Prior to meetings the Secretary prepares the minutes of the previous meeting

At Meetings
The Secretary records the names of those attending the meeting. He/she also records apologies submitted and non attendance. The Secretary takes minutes of meetings and records all decisions taken. He/she records proposers and seconders of all motions and the outcomes of all decisions. The Secretary records votes and either names or numbers of those in favour/opposed to an agenda item.

Minutes
The Secretary records the minutes at each meeting. He/she writes up and files the minutes of each meeting as agreed by the group.

Correspondence:
The Secretary receives correspondence and places it on the agenda for meetings. Alternatively the group may agree how correspondence is to be responded to in between meetings. He /she will maintain a correspondence file as agreed by the group.

Membership List:
The Secretary keeps the membership list up to date; this includes recording new membership applications, resignations and notifying the group.

Further Information and Support:
Contact your local Area Forum for advice, training and support.