The Honorary Secretary serves as the primary administrative officer for the Management Committee at the golf club, bridging communication between the committee, club members, and external entities. This role is crucial for guiding administrative and constitutional matters, organizing and documenting meetings, and maintaining club records. The Honorary Secretary ensures that all club operations adhere to legal standards and bylaws, playing a vital role in the governance and organizational integrity of the club.
Role Responsibilities
- Primary administration officer of Management Committee (MC) and provides the link between the Committee, members and outside agencies.
- Guide the MC on all Constitutional and administrative matters.
- Organise meetings, both MCs and General, and issue notices/agendas for same, take minutes and distribute thereafter.
- Deal with all Club correspondence.
- Guide the MC in ensuring that all decisions taken are constitutionally valid and/or are in accordance with Club Byelaws.
- Responsible for the maintenance, safe keeping and availability of all Club records, both hard copy and digital.
- Record details of all MC and General meeting decisions.
- Ensure access to such detail as required by MC or as requested as points of information by members.
- Update Constitution following any change of rule(s).
- Is responsible for ensuring accurate and sufficient documentation exists to meet legal, licensing, and regulatory requirements.
*Management Committee Meetings *
- Organise agreed MC meetings and issue timely and appropriate notices.
- Following consultation with Chairperson and MC members, issue appropriate meeting agenda.
- Record the minutes of MC meetings and have such minutes agreed at the immediately following meeting.
- Inform MC Meetings of correspondence received.
- Act on and respond to such correspondence as instructed by MC.
- Maintain a record of actionable decisions to assist Chairperson/MC to ensure that unresolved issues are not subsequently inadvertently overlooked.
*Annual and Special General Meetings *
The Honorary Secretary plays a key role in preparation for and conduct of General Meetings. He/she is expected to have a good level of knowledge of all related rules and of General Meeting standing orders. The Honorary Secretary should be present at all such meetings and seated beside the Chairperson to assist in dealing with issues which may arise in relation to the foregoing.