Humbug Secretary Duties
Prepare draft minutes at least 48 hours before the meeting, and notify the other executive members you have done so by posting an email to <admin AT NO SPAM lists DOT humbug DOT org DOT au>. They can then enter their reports directly into the draft minutes prior to the meeting.
- The draft minutes are typically prepared by copying the previous minutes. They should always include the following items:
- Opening time.
- Attendees, proxies, apologies.
- A motion to accept the minutes of the previous meeting.
- Reports from each member of the executive on their activities followed by a motion to accept the report and a record of voting, or a note to say they failed to submit one.
- The handling of action items in the previous minutes.
- General Business.
- The time and date of the next meeting.
- Closing time.
- Action items arising from the minutes, with the person responsible and the date it must be done by listed beside each one.
- Take minutes. Do not be afraid to ask people to slow down so you can take accurate minutes.
- Post the minutes as 'final'.
- The secretary is responsible for updating the web site to reflect any changes decided at the meeting. In particular this means after the AGM the secretary records the new executive.
The secretary is responsible for organising the room Humbug holds it's fortnightly meetings in. Currently this is done via emails to <EAIT Timetables <timetables AT eait DOT uq DOT edu DOT au>> in late December and late June to organise the next six months room bookings. They like us to provide a lot of non-obvious information in a particular format to make their job easier - look it up in the email archives for previous times we have done it.
All room booking correspondence must be CC'ed to <admin AT lists DOT humbug DOT org DOT au> because things often go awry after the event and we need easily accessible proof of all arrangements made.
Notifying members of meetings
The secretary is responsible for maintaining the schedule of regular (ie fortnightly meetings) on the web site. This entails entering the proposed and confirmed rooms books as they are made, and updating the schedule to remove a meeting once it has happened. The secretary is response for keeping all details on this schedule up to date - including special events, and who is opening and closing.
When a regular fortnightly meeting won't be held the secretary must notify all members via the email lists in addition to updating the schedule on the web site.
It is also the secretaries job to fulfil our constitutions requirement to notify all members of upcoming Executive meetings (at least one week prior) and General Meetings (at least 2 weeks prior). We currently notify members by making a note on the meeting schedule on our web site, send our emails to our mailing lists.
Deal with club correspondence
It is the secretaries responsibility to monitor the clubs email addresses and lists for correspondence the Executive must deal with, and either reply directly or refer it to the Executive an the next meeting and reply as decided at the meeting.
The Executive should be copied on any outgoing correspondence, usually by CC'ing <admin AT lists DOT humbug DOT org DOT au>.
The secretary's report at meetings follows this format:
- Room bookings: next scheduled activity.
- Changes to web site since last meeting.
- Correspondence from person on date: subject. Response sent OR ask meeting for appropriate response.
- Correspondence to person on date: subject.
10/10/2015 - two new members.