SECRETARY

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