Secretary

ROLE DESCRIPTION

Updated May 2023 – based on The Third Age Trust’s “Committees & Procedures” paper 

Introduction

The Secretary is usually the committee scribe and works with the committee to keep the wheels of the organisation turning. Key skills and characteristics:

  • A good organiser
  • Systematic
  • Diplomatic and approachable
  • A clear thinker
  • Calm

Tasks

  • To agree the agenda for the committee meetings and the Annual General meeting (AGM) with the Chairperson
  • To send out agendas with any relevant discussion papers
  • To arrange venues for committee meetings and AGM as required
  • To take fair and accurate minutes of committee meetings and the AGM and agree them with the Chairperson and the committee – this task may be delegated to a minute secretary
  • To take any actions as required following committee meetings
  • To deal with correspondence addressed to the Secretary
  • To present a report to the AGM
  • To upload committee and AGM minutes to the website
  • To notify the Third Age Trust, the Yorkshire and Humberside Region and WestNet u3as of any changes in committee membership
  • Maintain the ‘aide-memoire’ of monthly points for discussion at the committee meetings
  • Assist, where possible in the running of the u3a’s monthly talks and any events staged by the u3a
  • Prepare name badges for committee members