The role of the Branch Secretary is to support the Chairman in ensuring the smooth functioning of the Branch - including its compliance to the Branch's constitution.
• To prepare agendas in consultation with the Chairman;
• To circulate agendas and any supporting papers in good time;
• To ensure arrangements for meetings are met (booking the room, arranging for equipment and refreshments, organising facilities for those with special needs, etc) liaising with the Branch's Social Secretary if required;
• To check that a quorum is present at meetings and to keep a record of attendees at the meetings;
• To minute meetings and agree the draft minutes with the Chairman (and possibly committee members) before circulating to the committee members;
• To circulate agendas and minutes of the annual general meeting (AGM) and any special or extraordinary general meetings within the time specified by the Branch's constitution;
• To ensure up-to-date records are kept of committee membership and any changes made on the Membership Database with a note to the Regional Director; • Respond to all committee correspondence;
• Liaising with the Branch Social Secretary for the timing and venues of meetings and with the Branch Contact (if this is a separate post).
Code of conduct
• To refrain from putting forward any personal points of view that are against CAMRA’s policy or might bring the Campaign into disrepute.
• This role can take up as much time as you are prepared to give. Circa 2 hours a month is probably a minimum except at key times, for example in the run up to the Annual General Meeting, when a higher level of commitment might be required;
• In addition, attendance at branch and committee meetings is, in practice, obligatory unless you have a Deputy and/or Minutes Secretary.
Skills etc needed
• Knowledge of committee work and procedures is useful as is minute-taking experience;
• Good communication and interpersonal skills;
• Impartiality, fairness and the ability to respect confidences;
• Approachable and sensitive to the feelings of others;
• Well organised and an eye for detail;
• Ability to work well with the Chairman.