What is
a
Club Secretary???
Secretaries:
“Role and
responsibilities:
Organising
meetings,
agendas, minutes,
servicing
committees,
correspondence,
letter writing,
keeping records,
etc.”
ROLE OF SECRETARY
• Organise club meetings. (Agendas / minutes)
• Manage all club records
• Manage club correspondence
• Publicise club information
• Represent club at local, regional and national level.
ROLE OF THE SECRETARY
• Organises the club’s table at the Freshers’ Bazaar
• Co-ordinates the club’s annual report
• Liase with - club personnel ,QUB, community
• Ensure club “ticks over” ie. all business is completed,
understood and publicised where necessary
Secretaries
Communication
Meetings
Club
Improvement
Meetings
• Annual General Meeting (AGM)
• Committee meetings of the club
• Meeting with Union staff
All meetings of the club should be run according to the
regulations set out in the club constitution
Meetings…organising them & people!
 Make meeting arrangements (time, venue, requirements)
 The agenda should be prepared with the Chairperson.
 Minutes of the previous meeting also should be provided.
 Include documents that allow members to make decisions
in an easy, informed and democratic way.
 The agenda should be circulated to members at least 3-5
days in advance in normal circumstances.
AGENDA
There will be a meeting of the Harriers Club Committee
on 12th October 2002 in the Clandeboye Lodge Hotel at
10am.
AGENDA
1. Welcome and introduction
2. Apologies
3. Minutes from last meeting
Normal
Structure
4. Matters arising
5. Report on Freshers activities
6. Training weekend
7. Intervarsity Road Relays
Main
Reasons for
Meeting
8. Any Other Business
9. Date of next Meeting
10. Close
Normal
Conclusion
Meetings
 The purpose of meetings are to
make decisions!
 Make sure your meetings are
working for you, not you working for
meetings.
Meetings…the rules

Members should listen to each other and not
interrupt.

Contributions should normally be no longer than
3 minutes.
 The meeting should not go on longer than 1 hour.
• The Chair should prioritise contributions from
those who have not spoken in a discussion.
Minutes…
• List those present, and record any apologies
• Follow the order of the agenda, and try to keep each
section short.
 State only the main issues and decisions made. No
further details are necessary unless a contentious
issue is discussed and goes to a vote.
 Do not take sides when recording a discussion. Try
to be objective.
Minutes…
 Record the result of any vote taken and the exact wording
of the motion/resolutions passed
 Write up the minutes asap after the meeting, while the
discussions are still fresh in your mind.
 Circulate the minutes/action points to all committee
members
 Record action points that need to be followed up in a diary
 AGMs are usually governed by strict constitutional rules
regarding procedure. Keep a formal record of minutes,
stating the names of proposers and seconders, the exact
text of motions/resolutions, and the voting results.
Correspondence...
 Check your pigeonhole in the SU !
 Record the date of all incoming post when it is received
and note on it to whom copies have been distributed.
 Deal with each letter promptly. If you cannot answer the
query, or need to wait until the next committee meeting for
a policy decision, send a courtesy reply (post or email)
which explains the delay
 Keep a dated copy of letters / emails you send
 File copies of correspondence
 Keep notes of important telephone conversations
 Use standard letters
Your Address
School of Biology & Biochemistry
Queen's University of Belfast
97 Lisburn Road
Belfast
BT9 7BL
25 May 2001
Dear Mr McCabe,
Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British
University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2 nd
of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross
Country Championships and are currently seeking the permission of Belfast City Council.
Kept right,
straight line
Date
Day, month, year
We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of
this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is
sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University
Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge
part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials
for the 2002 BUSA Cross Country.
If you require further information please contact the club at the above address or email.
Thank you for your consideration
Yours in Sport,
Noel Pollock & Paul Lynas
BUSA Cross Country 2002 Organizing Committee
Sign off
- 6 returns,
Name & position
School of Biology & Biochemistry
Queen's University of Belfast
97 Lisburn Road
Belfast
BT9 7BL
25 May 2001
Dear Mr McCabe,
Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British
University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2 nd
of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross
Country Championships and are currently seeking the permission of Belfast City Council.
We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of
this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is
sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University
Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge
part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials
for the 2002 BUSA Cross Country.
If you require further information please contact the club at the above address or email.
Thank you for your consideration
Yours in Sport,
Noel Pollock & Paul Lynas
BUSA Cross Country 2002 Organizing Committee
Queen’s University
Harriers’ & Athletics’ Clubs
Est1871
Web site: www.qubathletics.co.uk Email: [email protected]
School of Biology & Biochemistry
Queen's University of Belfast
97 Lisburn Road
Belfast
BT9 7BL
25th May 2001
Dear Mr McCabe,
Queen’s University Harriers and Athletics Club are currently composing a bid to host the 2002 British
University Cross Country Championships. The Championships are scheduled to take place on Saturday the 2 nd
of February 2002. We would like to host the races at Barnett’s Demesne on the site of the 1999 World Cross
Country Championships and are currently seeking the permission of Belfast City Council.
We would like to inquire whether NI Athletics would be interested and willing to support us in the hosting of
this event. It is a very prestigious Championship and the standard, in World University Cross Country year, is
sure to be extremely high. In 1998 NI Athletics were outstanding in their officiating of the Irish University
Championships, when QUB hosted at the Mary Peter’s Track and indeed the success of that event was, in huge
part, due to their efforts. We would be very grateful for the assistance of NI Athletics Cross Country Officials
for the 2002 BUSA Cross Country.
If you require further information please contact the club at the above address or email.
Thank you for your consideration
Yours in Sport,
Noel Pollock & Paul Lynas
BUSA Cross Country 2002 Organizing Committee
Captain: Paul Lynas
Office Bearers 2000-2001
Vice Captain : Noel Pollock Secretary: Nicholas Lendrum
Treasurer: Helen Campbell
Records
 Minutes, annual reports and statements of accounts should be
kept by the Secretary in a ring binder, in date order.
 Competition results should be kept and filed by the secretary.
 Records and contact details of current members should be kept
on the computer and on hard copy.
 This information should include essentially their student nos., email
address, phone numbers and then course, term & home address.
Things to Remember
SUCCESSFUL CLUBS
ARE ORGANISED CLUBS
• Meetings can be informal, but even informal meetings
need structure
• Club decisions should be taken at meetings
• Records need to be kept on all club decisions - the
club committee is accountable for their decisions
• Keep records of all important information
Your Press Release Should
Incorporate the Following
 WHAT is happening
 WHO is doing it
 WHERE it is happening
 WHEN it is happening
 WHY it is happening
SUMMARY
1. Timing
2. Accurate
1st
3. Concise
4. Well Presented
5. Newsworthy
E-mail
TO:
CC:
BCC:
• Email regularly
Subject: Training starts Monday night
Hi everyone,
Training begins next Monday evening at 7pm.
We can give lifts from the Union from 6.30pm.
The training won’t be too difficult as it is the
first night back for most, an excellent night to
start!
See you there !?
Paul (Club secretary)
www.qubathletics.co.uk
[email protected]
• Reply quickly
• Include web address
• Encourage checking
Posters
• Visually attractive
• Convey essential information
• Catchy slogan ?
• Topical ?
• Compete with others
Word of Mouth / Presence
• Get people talking
• Target potential groups
• Treat people well
• Create good image
• Wear kit
Webpage
• Necessity
WWW. ?
• Regular updates
• Essential information
• Good for club development
• New members
track & field
cross-country
road running
jogging fitness
Introductory
meeting
- Fri 27th Sept
Conference room
(S. Union) 1-2pm
[email protected]
www.qubathletics.co.uk
Flyers
• Easily identifiable
• Essential info only
Hope to start
• Contact Details
Queen's University
next year?
[email protected]
www.qubathletics.co.uk
Get in touch !
Website :
• Targets
Txting
• let no whatsup
• where ru
• trainin 2nite 7pm
•ru goin? need lift
Less
Control
Goal
Steps
Basics
Less
Control
Annual
Report
Freshers
Stall
Logo
Goal
Club
Success
Team
Time
Steps
Web
site
E-mails
Posters
Basics
Letters