The 10 Secretarial Commandments

1. Thou shalt prepare an agenda, with your chairperson, for every meeting.

2. Thou shalt make sure committee members are aware of the time and place of the meeting and ensure the chairperson starts on time.

3. Thou shalt not read the minutes of the last meeting in full (unless members require it).

4. Thou shalt not attempt to take detailed notes of discussions (only ensure that the key facts are stated).

5. Thou shalt record all resolutions taken exactly as passed by the members and ask the chairperson to repeat the words of the motion if you are unsure.

6. Thou shalt ensure that you record the names of the people responsible for following up a resolution, since failure to do so will result in you, the secretary, doing everything!

7. Thou shalt not volunteer for everything. Delegate work and nominate committee members to assist - that's what they are there for.

8. Thou shalt not become too involved in debate. If you feel you want to have close involvement in a topic, ask for someone else to take the minutes for that item.

9. Thou shalt encourage members to put in written (even hand-written) reports to cut the waffle and help you in your duties.

10. Thou shalt remember that all committee members, especially the secretary, must help the chairperson to run a friendly, fair and effective meeting.

Adapted from: Department of Sport and Recreation (Government of Western Australia)

Source - runningsports Quick Guides - The Role of the Secretary