What is a Club Secretary???

What is a Club Secretary???

Secretaries: “Role and responsibilities: Organising meetings, agendas, minutes, servicing committees, correspondence, letter writing, keeping records, etc.”

ROLE OF SECRETARY • Organise club meetings. (Agendas / minutes) • Manage all club records • Manage club correspondence • Publicise club information • Represent club at local, regional and national level.

ROLE OF THE SECRETARY • Organises the club’s table at the Freshers’ Bazaar • Co-ordinates the club’s annual report • Liase with - club personnel ,QUB, community • Ensure club “ticks over” ie. all business is completed, understood and publicised where necessary

Secretaries Communication Meetings Club Improvement

Meetings • Annual General Meeting (AGM) • Committee meetings of the club • Meeting with Union staff • All meetings of the club should be run according to the regulations set out in the club constitution

Meetings…organising them & people! • Make meeting arrangements (time, venue, requirements) • The agenda should be prepared with the Chairperson. • Minutes of the previous meeting also should be provided. • Include documents that allow members to make decisions in an easy, informed and democratic way. • The agenda should be circulated to members at least 3-5 days in advance in normal circumstances.

AGENDA There will be a meeting of the Harriers Club Committee on 12th October 2002 in the Clandeboye Lodge Hotel at 10am. 1. Welcome and introduction 2. Apologies 3. Minutes from last meeting 4. Matters arising 5. Report on Freshers activities 6. Training weekend 7. Intervarsity Road Relays 8. Any Other Business 9. Date of next Meeting 10. Close AGENDA Normal Structure Main Reasons for Meeting Normal Conclusion

Meetings • The purpose of meetings are to make decisions! • Make sure your meetings are working for you, not you working for meetings.

Meetings…the rules • Members should listen to each other and not interrupt. • Contributions should normally be no longer than 3 minutes. • The meeting should not go on longer than 1 hour. • The Chair should prioritise contributions from those who have not spoken in a discussion.

Minutes… • List those present, and record any apologies • Follow the order of the agenda, and try to keep each section short. • State only the main issues and decisions made. No further details are necessary unless a contentious issue is discussed and goes to a vote. • Do not take sides when recording a discussion. Try to be objective.

Minutes… • Record the result of any vote taken and the exact wording of the motion/resolutions passed • Write up the minutes asap after the meeting, while the discussions are still fresh in your mind. • Circulate the minutes/action points to all committee members • Record action points that need to be followed up in a diary • AGMs are usually governed by strict constitutional rules regarding procedure. Keep a formal record of minutes, stating the names of proposers and seconders, the exact text of motions/resolutions, and the voting results.

Correspondence... • Check your pigeonhole in the SU ! • Record the date of all incoming post when it is received and note on it to whom copies have been distributed. • Deal with each letter promptly. If you cannot answer the query, or need to wait until the next committee meeting for a policy decision, send a courtesy reply (post or email) which explains the delay • Keep a dated copy of letters / emails you send • File copies of correspondence • Keep notes of important telephone conversations • Use standard letters

Your Address Kept right, straight line • School of Biology & Biochemistry • Queen's University of Belfast • 97 Lisburn Road • Belfast • BT9 7BL • 25 May 2001 • Dear Mr McCabe, • Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2nd of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross Country Championships and are currently seeking the permission of Belfast City Council. • We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials for the 2002 BUSA Cross Country. • If you require further information please contact the club at the above address or email. • Thank you for your consideration • Yours in Sport, • Noel Pollock & Paul Lynas • BUSA Cross Country 2002 Organizing Committee Date Day, month, year Sign off- 6 returns, Name & position

School of Biology & Biochemistry • Queen's University of Belfast • 97 Lisburn Road • Belfast • BT9 7BL • 25 May 2001 • Dear Mr McCabe, • Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2nd of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross Country Championships and are currently seeking the permission of Belfast City Council. • We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials for the 2002 BUSA Cross Country. • If you require further information please contact the club at the above address or email. • Thank you for your consideration • Yours in Sport, • Noel Pollock & Paul Lynas • BUSA Cross Country 2002 Organizing Committee

Queen’s University Harriers’ & Athletics’ Clubs Est1871 Web site: www.qubathletics.co.uk Email: qubac@hotmail.com • School of Biology & Biochemistry • Queen's University of Belfast • 97 Lisburn Road • Belfast • BT9 7BL • 25th May 2001 • Dear Mr McCabe, • Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2nd of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross Country Championships and are currently seeking the permission of Belfast City Council. • We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials for the 2002 BUSA Cross Country. • If you require further information please contact the club at the above address or email. • Thank you for your consideration • Yours in Sport, • Noel Pollock & Paul Lynas • BUSA Cross Country 2002 Organizing Committee Office Bearers 2000-2001 Captain: Paul Lynas Vice Captain : Noel Pollock Secretary: Nicholas Lendrum Treasurer: Helen Campbell

Records • Minutes, annual reports and statements of accounts should be kept by the Secretary in a ring binder, in date order. • Competition results should be kept and filed by the secretary. • Records and contact details of current members should be kept on the computer and on hard copy. • This information should include essentially their student nos., email address, phone numbers and then course, term & home address.

Things to Remember SUCCESSFUL CLUBS ARE ORGANISED CLUBS • Meetings can be informal, but even informal meetings need structure • Club decisions should be taken at meetings • Records need to be kept on all club decisions - the club committee is accountable for their decisions • Keep records of all important information

Communication

Your Press Release Should Incorporate the Following • WHAT is happening • WHO is doing it • WHERE it is happening • WHEN it is happening • WHY it is happening

SUMMARY 1. Timing 2. Accurate 3. Concise 4. Well Presented 5. Newsworthy 1st

TO: CC: BCC: Subject: Training starts Monday night Hi everyone, Training begins next Monday evening at 7pm. We can give lifts from the Union from 6.30pm. The training won’t be too difficult as it is the first night back for most, an excellent night to start! See you there !? Paul (Club secretary) www.qubathletics.co.uk qubac@hotmail.com E-mail • Email regularly • Reply quickly • Include web address • Encourage checking

Posters • Visually attractive • Convey essential information • Catchy slogan ? • Topical ? • Compete with others

Word of Mouth / Presence • Get people talking • Target potential groups • Treat people well • Create good image • Wear kit

Webpage • Necessity • Regular updates • Essential information • Good for club development • New members WWW. ?

track & field cross-country road running jogging fitness Hope to start Queen's University next year? Get in touch ! qubac@hotmail.com Website : www.qubathletics.co.uk Introductory meeting - Fri 27th Sept Conference room (S. Union) 1-2pm qubac@hotmail.com www.qubathletics.co.uk Flyers • Easily identifiable • Essential info only • Contact Details • Targets

Txting • let no whatsup • where ru • trainin 2nite 7pm • ru goin? need lift

Less Control Goal Steps Basics

Less Control Goal Club Success Team Time Steps Annual Report Web site Freshers Stall E-mails Basics Logo Posters Letters

What is a Club Secretary???