I regret to announce that because of an increase in his other commitments, Chris Metz has resigned as club secretary. He will, however, continue in his role as coordinator of the Dorset group. We are now looking for a new secretary.
So what does the secretary have to do? There are very few things that have to be done “each day”. It is a role that requires someone to set aside 1-2 hours per week to review the following items in a methodical and detailed manner. I would estimate that the job takes 50-100 hours per year, plus attendance at the AOG. The specific responsibilities are listed below.
- Deal with incoming email correspondence. This means responding to any emails that the secretary can be handle directly. Forward others to the relevant trustee, assistant or group coordinator, and discarding the rubbish.
- Submit the annual Confirmation Statement to Companies House online, a simple matter of confirming that the details that they hold are correct and up to date.
- Submit the annual report to the Charity Commission, also online. This involves confirming that the charity’s details are correct and entering a few figures that can be found in the accounts. Then attach pdfs of the Trustees’ Annual Report, which the chairman writes, and a signed copy of the accounts and the accountant’s report, which the treasurer will provide.
- Update our details with both Companies House and the Charity Commission (both online) by removing the names of trustees who resign and adding the details of those who join.
- Ensure that the Club acts in accordance with its Articles of Association.
- Convene board meetings whose dates are agreed by the Board 6 months in advance. Ask trustees around one month in advance to submit their agenda items by an appropriate date. Compile the agenda and circulate it about a week before the meeting – all via Email. Remind trustees to circulate reports and discussion papers so that board members can read them before the meeting.
- Work with the Returning Officer to run the Annual General Meeting (AGM). For this reason, the post is ideally suited to someone who is both a competent administrator and regularly attends the AOG.
If this sounds like you, please contact me at [email protected] as soon as you can and I will be happy to discuss it with you. Your Club needs you!