General Secretary

The role of the Harrogate Rambling Club General Secretary is to:

Attend committee meetings and other meetings, including the AGM
Take minutes of those meetings and circulate to the committee members by email
Provide the webmaster with electronic copies of the minutes of each AGM plus related documents for loading onto the club’s website.
Produce a structured Agenda prior to the meetings
As part of the Agenda, prepare a General Secretary’s report for each meeting
Distribute copies of the previous AGM to members attending the current AGM
Collate nomination forms for the election of Officers and Committee members prior to an AGM
Collate correspondence from Club Members and outside bodies, and bring to the attention of the Committee
Act as a contact for outside organisations and bodies and liase with them
Write and send letters on behalf of the Club/ Committee
Facilitate the completion of Incident Report Forms and forward to the insurers
Ensure the club’s insurance policy is appropriate, and the annual premium paid when it falls due
Deal with phone calls and press enquiries on behalf of the Club
Liaise regularly, especially by email, with other Committee Members
Be supportive of Club decisions once agreed
Keep archive copies of the Club Programme
Keep Club hard copies of all signed minutes, and electronically backed up copies of all Agendas, minutes, letters, procedures, forms and templates
Ensure committee compliance with the constitution and Committee Procedures
Up-date the Committee Procedures whenever there is a change or update
Provide communications support for the President regarding all aspects of the Club. In particular, preparation of notes for the AGM, and messages from the President for insertion in the Club Programme and/or e-mails
Summarise the ‘social events’ of the previous year at the AGM
Maintain and keep up to date an inventory of club possessions
Advise the President of member deaths during the year to be reported to the AGM

September 2017