Guidelines For Club Secretary
updated 9th July 2008
It will be the duty of the Secretary to keep the records of all meetings of the club; to keep the club informed on matters as directed by the committee; and to report annually on all matters relating to the club.
The secretary is the recording officer of the club and the custodian of its
records, except those specifically assigned to others e.g. the masterpoints secretary
Duties of the Secretary
- maintain the minutes
- file committee reports
- keep the official membership roll - A list of current Members must be submitted,
on the computerised printouts, by Clubs to Regional Secretaries on or before 1 January,
accompanied by the appropriate fees.
Additional affiliations may be submitted by Clubs to Regional Secretaries on Late Affiliation forms up until 31 March. The affiliation fees for the current year are €10 per member per club, irrespective of the number of Clubs of which a player may be a member.
- make minutes and records available to members on request
- notify those elected of their appointment, furnish committees with documents they need,
and to have a list of all committees and their members at each meeting
- maintain a record book of all byelaws and rules with amendments and history and have this on hand at each meeting
- send members notice of meetings and conduct general correspondence
- prepare the order of business for meetings
- call the meeting to order and act as chair pro tem in the absence of the president and vice president(s)
Masterpoints Secretary
Clubs usually elect a masterpoints secretary. Lists of Club Master Point awards should be forwarded annually on the Master Points Summary Sheet, through Regional Secretaries, to National Headquarters. These masterpoints are awarded on the basis of members finishing positions in club competitions during the preceding season.
Writing the Record / Minutes