The Secretary
The secretary is the chief point of contact for Humbug. The chief roles of the secretary are:
- facilitate meetings
- notifying the club of important events
- following up on tasks.
Meetings
Preparation
- Prepare draft minutes by copying template and filling out date/time and known agenda items
- Send a meeting announcement to announce, two weeks for agm, one for exec (but we're trying for two). Use template
- Bring printouts of previous minutes and current agenda
During
- Take minutes. Do not be afraid to ask people to slow down so you can take accurate minutes.
Follow Up
- Fix up draft minutes, announce them to announce, give a week of FIXUP time.
- Render draft minutes page as plain text, send to announce as final version.
- Prepare the Draft minutes for the next meeting, copying ACTION items to uncompleted tasks.
As an aid to writing taking minutes a /MinutesTemplate is provided.
Notifications
The secretary needs to send out notifications to the announce mailing list for each meeting, exec meeting, agm, talk and event.
Tasks by Month
September
- Annual General Meeting
- Bookings for the Central Library Room for the following year open on the first Monday of September.