Who’s the Club “Secretary”? And what does that person do?

David Miller is the current Secretary of the Club.

The person who is chosen to keep a record of all the decisions and discussions that are held by the group is called the secretary. This role is a very important one and should be taken by someone who has the skills and commitment needed. A secretary must be appointed within one month of the Club’s existence. If the secretary of the Club resigns the Club must appoint a new secretary within 14 days.

Skills required include:

• listening

• writing

• accurate recording

• understanding the information

• checking for accuracy

Responsibilities include:

• The secretary writes letters from the Club to other Clubs/Leagues or individuals

• The mail for the Club comes to the secretary who then passes it to the other members or takes it to the meetings to be ‘tabled’

• To prepare the agenda for the next meeting. This usually happens after an agenda meeting has been held or information is gathered from all members about what they want. Often the agenda is set by the ‘executive’ of the committee. The executive group is usually made up of the chairperson, the secretary and the treasurer

• Formal and accurate records are kept of what is discussed and decided at each of the meetings. This is referred to as taking the ‘minutes’. In some Clubs the secretary does not take the minutes. Some groups appoint a ‘minute secretary’ whose only role is to take the minutes of the meeting. This person doesn’t need to be a member of the committee. This person would not have voting rights

• Records of the Club need to be kept. This could include a list of all the members, previous committee members, previous decisions that have been made. Any correspondence that has been received that gives information or is related to important decisions is also kept. Important historical records may also be kept and held in a safe place by the secretary

• The secretary is able to act on behalf of the Club when the committee has taken that decision or resolution. One example of this might be if the secretary was asked to seek a number of quotes for the purchase of a piece of equipment for the Club

• The relationship between the secretary and the other members of the committee is important. Communication with the chairperson should be on a regular basis. When writing the agenda for the next meetings it will be necessary for the secretary to meet with the Chairperson and/or other executive members of the committee

The Specific duty of Minute Taking

Minutes are the formal and legal record required to record the business of a Club.

• Minutes can be used in a court of law and may be used by ‘auditors’ to check that any spending of funds has been authorised and used for what it was intended

• Funding bodies may require copies of the minutes to show that the Club agreed to apply for funds

• How the minutes are written is very important. It is important to take the notes at the time of the meeting. If necessary write the minutes into a final draft after the meeting

• It is helpful when writing minutes to imagine that if you had not been at the meeting would you be able to understand what had happened from reading the minutes

• Minutes should be written clearly, in the order that the discussions happened and with enough detail so that it can be easily understood

• Minutes should be kept in a book or special folder as a permanent record

• After each meeting when the minutes are read, moved as correct, seconded and everyone is happy with them they should be signed off by the Chairperson

A guide to Roles and Responsibilities for the Secretary

Q: Who is the Secretary responsible to?

A: The Main Committee, through the Chairperson

Q: Who is the Secretary responsible for?

A: The Vice Secretary

Q: What is the role of the Club Secretary?

A: The main purpose of this job is that of primary administrator for the club. The Club Secretary carries out or delegates all the administrative duties that enable the club and its members to function effectively. The Club Secretary has an essential role within the club, with a close involvement in the general running of the club. The secretary and his/her assistant provide the main point of contact for people within and outside the club on just about every aspect of the club’s activities.

Q: What sort of tasks are involved?

A: Tasks will include:

• Attending league meetings

• Affiliating the club to the Football Association of Ireland

• Affiliating the club to the league(s)

• Registering players to the league(s)

• Dealing with correspondence

• Organising the club AGM and other club meetings

• Representing the club at outside meetings at the direction of the main committee

Q: How much time does the Secretary give to the job?

A: Approximately six hours each week and many of these will be at weekends and in the evenings.

Q: What else can you tell me about the job?

A: The secretary is often the first point of contact with a wide range of people from within and outside the club. Representing the club at outside meetings which provides the opportunity to find out what’s going on at league and county level is an extremely important part of the job. It would be helpful for the secretary to be available to take phone calls during the working day. The club should support the secretary in the use of modern office technology to assist in their work. This is a demanding, high profile job that has a major impact on the efficient and effective management of the club and the recruitment of volunteers.

The following is the list of recent Secretaries of the Club.