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The Secretary

The role of the Secretary is to support the Chair in ensuring the smooth functioning of the board.

In summary, the Secretary is responsible for:

  1. Ensuring meetings are effectively organised and minuted
  2. Maintaining effective records and administration
  3. Upholding the legal requirements of governing documents
  4. Communication and correspondence

It is important to note that although the Secretary ensures that these responsibilities are met, much of the work may be delegated to volunteers (or to employees once ASMAA is in a position to recruit and pay them)

Given these responsibilities, the Secretary often will have to act as an information and reference point for the Chair and other board members: clarifying past practice and decisions; confirming legal requirements; and retrieving relevant documentation.

What this means in practice currently:

...the Secretary will need to carry out all these duties and may also take a greater role in the day-to-day administration of the organisation. This can become a time-consuming role. As a result it will be up to the board of directors to agree to delegate some of the following secretarial duties (e.g. a Minutes Secretary, Correspondence Secretary and Membership Secretary).

Main responsibilities of the Secretary

  1. Ensuring meetings are effectively organised and minuted
    1. Liaising with the Chair to plan meetings
    2. Receiving agenda items from board members
    3. Circulating agendas and reports
    4. Taking minutes (unless there is a minutes secretary)
    5. Circulating approved minutes
    6. Checking that agreed actions are carried out.
  2. Maintaining effective records and administration
    1. Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the board members and (where relevant) ordinary members of the organisation.
    2. Filing minutes and reports
    3. Compiling lists of names and addresses that are useful to the organisation, including those of appropriate officials or officers of other voluntary organisations.
    4. Keeping a record of the organisation's activities
    5. Keeping a diary of future activities
  3. Upholding legal requirements
    1. Acting as custodian of the organisation's governing documents
    2. Checking quorum is present at meetings
    3. Ensuring elections are in line with stipulated procedures
    4. Ensuring organisation's activities are in line with its objects
    5. Ensuring legal requirements are met
    6. Sitting on appraisal, recruitment and disciplinary panels, as required.
  4. Communication and correspondence
    1. Responding to all board correspondence
    2. Filing all board correspondence received and copies of replies sent
    3. Keeping a record of any of the organisation's publications (e.g. leaflets or newsletters) and
    4. Reporting the activities of the organisation and future programmes to members, the press and the public (unless there is an Information or Publicity Officer appointed).
    5. Preparing a report of the organisation's activities for the year, for the Annual General Meeting of ASMAA.

 

 

  • ASMAA - Algarve Surf and Marine Activities Association
    NIPC: 510 381 952
    Tel: 00 351 282 182 103
    This email address is being protected from spambots. You need JavaScript enabled to view it.
    asmaa-algarve.org
    Rua Dr. Alberto Iria
    Lote 12, R/C Esq
    Porto de Môs
    Lagos 8600-580
    Portugal
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