Secretary's Role and Success Key of Meetings

The secretary's role in any formal group is to be guardian of the process of meetings. They are usually the person who makes the arrangements for the meetings, including AGMs, and keeps formal records of the group's process and decisions: the minutes of the meeting. This may include keeping records of correspondence.
Next to the chairperson, the secretary could be considered the most important member of a board, club or organization. It's the secretary's responsibility to schedule meetings, make sure that accurate minutes are kept and follow up with participants afterward, as needed. It's helpful for the secretary to keep a copy of "Robert's Rules of Order" -- the most accepted guide to parliamentary procedure -- on hand at the meeting for the chairperson's reference, particularly if no parliamentarian is present. A secretary's duties related to meetings actually have three phases: planning, tasks to do during the meeting and follow up.

1. Plan the meeting: Under the direction of the chairperson, send out notice of the meeting to all participants well in advance. Along with the meeting notice include an agenda, minutes of the last meeting and any handouts that will be discussed during the meeting. Provide a paper copy of the agenda, minutes from the last meeting and handouts, even if those items were e-mailed to participants ahead of time.
2. Record minutes during the meeting: Make sure the notes are thorough and easy to transcribe afterward. If it's acceptable to the chairperson and other meeting participants, use a tape recorder to record the minutes. Some organizations require that the secretary read the minutes from the previous meeting so they can be approved by the participants. The secretary is also expected to either take roll call or pass around an attendance register at the beginning of the meeting.
3. Follow up after the meeting: Using the organization's standard minutes template or the one provided in "Robert's Rules of Order," transcribe the notes from the meeting. Then, submit the minutes to the chairperson for approval. If guest speakers were present at the meeting, send thank-you notes to them. If meeting participants were assigned tasks during the meeting, send them timely reminders of those tasks afterward.

**Note:

The secretary should always dress appropriately for meetings. Arrive early in order to arrange the necessary paperwork at each place setting.

In short, Success key of meetings:

1. Before the Meeting:
   • Organize all correspondence received since the last meeting to be shared with club members.
   • Have an up-to-date roll of members for attendance.
   • Have a list of standing and special committees, and know who is on them.
   • Check the minutes of the last meeting for old business tabled or postponed, bring the minutes with you to the meeting.
   • If you cannot attend a meeting, notify the president ahead of time.
2. During the Meeting:
   • Arrive early to assist with meeting set-up and to discuss items of business with the leaders and other officers. Remember, you are part of an officer TEAM. Make sure to do your part!
   • Conduct Roll Call.
   • Read minutes of previous meeting.
   • Read any correspondence you have received for the club.
   • Take accurate notes.
   • Write down motions as they are stated by members.
   • Help the president maintain and follow parliamentary procedure.
3. After the Meeting:
   • Arrive early to assist with meeting set-up and to discuss items of business with the leaders and other officers. Remember, you are part of an officer TEAM. Make sure to do your part!
   • Help with clean-up after the meeting.
   • Write (or type) minutes within a day or two to help keep items fresh in your mind.
   • Insert the minutes in your Club Secretary’s Book. They should be neat and legible. If you are handwriting them, be sure to use the same ink color throughout the entire book. Sign at the end of the minutes.
   • Inform absent officers or committee chairs of action that concerns.