Management Committee Handbook

Before the meeting

1. Make sure a place is available for the meeting.
2. Make sure that the minutes of the previous meeting are written up and circulated.
3. Select items for the agenda in consultation with the Chairperson and have spare copies ready for the meeting.
4. Send out notices and agenda to all members approximately two weeks before the meeting.
5. Keep all papers that may be needed at the meeting in a folder, arranged in the order in which they will be needed at the meeting as shown by the agenda.
6. Make sure that all correspondence has been dealt with and replies obtained, where necessary, in time for the next meeting.

At the Meeting

1. Be at the meeting ahead of time with minutes, correspondence, and other necessary papers.
2. Make a note of those present. Record any apologies for absence.
3. Before any committee business is done, see that a quorum is present (i.e., enough committee members as stated in the constitution).
4. Read the minutes of the previous meeting, although by agreement minutes can be taken as read.
5. Give a report of action taken, correspondence received, etc. since the last meeting.
6. Take note of the business of the meeting for the minutes. Note: it is not necessary to write down all that is said at the meeting. The important thing is to record all decisions and proposals and who has agreed to act on any particular item.
7. Assist the Chairperson with information required during the meeting.

After the meeting

1. Draft the minutes as soon as possible. In some cases, it may be agreed that the Chairperson should check the draft minutes before the final copy is circulated. This can sometimes be helpful if the Secretary is new to the role.
2. Write any letters, secure any information, or take any action as directed by the committee.
3. Write up and circulate the minutes and place a copy in the minute book.

General

1. Keep all correspondence filed when dealt with.
2. Keep separate files of any relevant newsletters or publications.
3. Maintain an up-to-date record of the committee – names, addresses, home and work phone numbers, email addresses.
4. Compile up-to-date records of official addresses, local authorities, useful contacts etc. and maintain a diary of Association activities.
5. Retain all books, records etc. in a safe place.

N.B. In addition to a secretary, some committees appoint a Minute Secretary to conduct some of the duties listed.