Some clubs have an appointed Club Secretary, but clubs operating on a Management Team basis may have people sharing this role. Key responsibilities include:
- Dealing with administrative aspects of Committee/Team Meetings
- Ensuring the Area Secretary is kept up-to-date with club information via a Club Record Form
- Maintaining a list of club members with relevant contact details whilst adhering to Data Protection guidelines
- Passing on information from the Area to club members and/or other committee/team members as appropriate.
- Keeping members up-to-date regarding news and forthcoming events, possibly via a newsletter or email.
- Keeping Area up to date regarding achievements of the club
- Booking venues (often in conjunction with the Treasurer and/or Chairman) for meetings and other event
Club details are held on BB&O and NAFAS databases for administration purposes. Club Secretaries should complete the online Club Record Form whenever there are changes, and at least annually following their AGM. Some details are also held on the BB&O and NAFAS websites. To comply with the Data Protection Act 2018 the club secretary should advise all club officers, management team individuals and anyone else whose details are defined on their Club Record Form to complete a BB&O Data Protection Agreement Form. This also includes individuals whose contact information is published on this website.
The club record form must include at least 2 email addresses for the club’s mail forwarding list. Each club has a generic email address, eg firstname.lastname@example.org used on club pages of website and Area Secretary distribution list. Emails to the generic email address forward to the individuals nominated in the Mail Forwarding list on Club Record Form. The email addresses on the mail forwarding list can be any members of committee or management team. The aim is to ensure emails get through and are actioned.
A subscription form should be emailed/delivered to prospective members just before or after an AGM, and to others at appropriate times. See Sample Club Membership Form – Feb 2022 which could be downloaded and adapted to meet club needs. Your club may not want as much information as on this sample form but it gives options.
Contact details for members should be maintained in whatever medium is most acceptable – could be an electronic file/spreadsheet/database or simply written in a book, Ideally there should be a distribution list of email addresses that is used when forwarding/circulating information electronically.
Contact details for members should be maintained in accordance with Data Protection guidelines, but should be shared with other members of the committee/management team for the purposes of conducting club business. This is also true for club visitors, although the member and visitor lists should ideally be kept separate.
Information and newsletters from the club committee/management team, BB&O Area, NAFAS or general enquiries from the public should be passed on appropriately – either to individuals or all members and visitors. Usually this will be via email, but for those members who do not have an email address this may need to be printed and/or given verbally – whatever works best in the situation.
Emails from Area or via the website are sent to clubs via the generic email address, which forwards to the mail forwarding list as defined on the Club Record Form. Ideally the mail forwarding list should include at least the chairman and secretary/administrator, but could be anyone in an appropriate role. Normally, by agreement with the chairman or management team, it would be the responsibility of the secretary/administrator, who maintains the Distribution Lists, to forward emails to club members and visitors. See Club Management for more details on the type of information should be passed to specific individuals, and what should be forwarded to club members and visitors.
When emailing news and information to members and visitors the email addresses should be included in the BCC (Blind Copy) field rather than in the the TO field unless members have indicated they are happy for their email address to be shared with other members.
In conjunction with the chairman, ensure members are kept up to date with what it going on in the club, area and NAFAS. This could be via a newsletter, phone calls or introductions at club meetings.
In order to update NAFAS and facilitate appropriate publication of achievements (eg in Area newsletters) Club Secretaries/Administrators should submit Club Awards forms as soon as possible after each of the following events. Note – it is not necessary to complete a form for BB&O Area shows as these results will already be known.
RHS Chelsea Flower Show Awards
RHS Malvern Flower Show Awards
NAFAS Flower Show Awards
Harrogate Flower Show Awards
Other Flower Show Awards
Booking of venues is often done by the secretary/administrator, but may be done by the chairman, treasurer, secretary or anyone on a management team. Whoever does it, it is worth referring to Health and Safety Risk Assessment for Venues. As the treasurer would normally pay the bill it is appropriate to involve that person in any booking correspondence.