Committee and General Meetings

• Arrange all Committee/General Meetings, prepare documents, email agendas, reports.
• Minutes should be typed up to include decisions made as well as key points raised in the Reports submitted to the committee prior to the meeting and a draft circulated to all committee members within a week of the meeting
• Once Minutes are agreed by the committee, these should be distributed by posting a copy on the website via the Webmaster and on the Notice Board in the Club 

YCBA

• Attend YCBA meetings (or arrange for another member to be the club representative) and report back on behalf of the Club at the next committee meeting.

Administration

• Correspondence.  Check routinely that all communication  brought to the attention of the committee (whether by email or written correspondence) is checked and dealt with either by self or passed on to a more appropriate member.
• Stationery & Equipment.  Keep a check on stores of stationery, office materials and bridge stationery, etc. and order when required + more keys when needed.
• Keys. Keep an updated list of Keyholders, ensuring only those authorised to have a key have one, and send a copy to the Treasurer for insurance purposes.
• Posting of notices.  Keep the noticeboards up-to-date with appropriate notices including YCBA/EBU events.
• Handbook.  Update each year following the AGM or as and when necessary.
• Monitor utility suppliers and to seek opportunities to cut costs 

AGM (or EGM)

• Four weeks before: Notice of venue, date and time on Notice Board + Website
• Three weeks before: AGM Agenda to include ‘Items for Resolution/Discussion’ section
• Three weeks before: Notice regarding the Committee: Those willing to re-stand, Vacancies, Nominations
• One/Two week before: Display on Notice Board:
  • AGM Agenda (final)
  • Copy of any Resolution/Discussion topic: to include ‘Title, Proposer, Seconder’
  • Prepare for circulation: Agenda, Minutes of previous AGM (EGM), Treasurer’s Report & Accounts

Trophies & Boards

• These should all be updated prior to the AGM.