The secretary's role and responsibilities

Updated: 16 Nov 2018
Your secretary should be well organised and good at maintaining records
Lisburn North community group
The secretary is the community association's point of contact with its members and the wider public in line with the direction given by the committee and its chairperson. The work involves writing letters on the association's behalf, and organising and keeping records of committee meetings.

A secretary is expected to do the following

Before committee meetings

  • Find a room for the meeting.
  • Meet the chairperson and agree an agenda.
  • Send out a notice to committee members of where and when the meeting will take place and the agreed agenda.
  • Prepare all papers needed for the meeting at least a week beforehand. The papers should include correspondence since the last meeting and minutes, which are a record of the last meeting.

During committee meetings

  • Take a note of everyone present at the meeting and everyone who could not be there but has sent an apology.
  • Circulate or read out the minutes of the previous meeting, take questions about the minutes and change the minutes if necessary.
  • Take notes of what members say when they are reporting on action taken and of the decisions that are taken by the committee.
  • Report to the committee any letters written by the secretary and any replies that have been received so that action can be taken on them.

After committee meetings

  • Write up formal minutes from the notes taken during the meeting in time for issue to the next committee meeting.
  • Write and send off any letter that the committee has asked to be dealt with.

The secretary should maintain up-to-date records of

  • Committee members' names, addresses and telephone numbers.
  • Tenant/community association members' names and addresses.
  • Meetings attended by community association members.
  • Useful contacts such as the local Housing Executive district office.