Oxfordshire Ladies County Golf Association

OXFORDSHIRE LADIES’ COUNTY GOLF ASSOCIATION COUNTY SECRETARY - JOB DESCRIPTION

Club Delegates’ Meetings  Set dates for the forthcoming year (3 or 4 + AGM), book room and inform Club Delegates (CDs).  Prepare and circulate agenda two weeks in advance of each meeting.  Prepare attendance list for signature and circulate at meeting.  Collect reports from Executive Officers and take minutes for AOB and discussion topics.  Compile and circulate minutes to Executive and CDs. Executive Officers’ Meetings  Set dates (5 or 6) with Executive Officers and book room.  Prepare and circulate agenda one week in advance of each meeting.  Liaise with County President regarding agenda and any issues prior to meeting.  Order water, coffee and sandwiches for lunch.  Take minutes.  Write and circulate minutes to Executive Officers. Annual General Meeting  Set the date, book the room and liaise with Frilford staff regarding room layout.  Prepare and circulate by email the AGM notice and nomination forms for any Executive Officer positions that will become vacant (10 weeks before the AGM).  Prepare and circulate notice of AGM.  Prepare agenda and circulate two weeks in advance of the meeting.  Prepare attendance list and copies of agenda and previous year’s minutes.  Ensure last year’s minutes are ready for signature by the County President.  Organise gifts for outgoing Officers with help of other officers.  Collect reports from Executive Officers, compile minutes and circulate. Extraordinary General Meetings  In the event of an EGM being called, distribute papers as required, set date and organise room.  Send out agenda two weeks in advance and prepare voting slips (if required).  Take minutes and circulate. Archives and filing  Keep the County archives (two large boxes) for future reference.  Maintain the County files (correspondence, minutes, AGM preparation etc).  Maintain address details on file for Officers, CDs and clubs. If any CD details change, inform EG so that they can correspond directly with the CDs. Correspondence  Take receipt of and file correspondence in appropriate files. If anything requires the attention of the CDs and/or Executive Officers, send out by email.  Update EG and LGU information sheets annually and return by the due date.  Send out information on a regular basis to CDs as required (e.g., posters for fundraising events, County Week information, fixture dates, meeting information etc). Other  Liaise with County Treasurer to insure insurance is paid annually.  Update County stationery templates (headed paper and compliment slips) when new President is appointed and provide templates to any new incoming Officers.  Assist Fixtures Secretary with preparation of the County handbook.

County Secretary job description October 2013