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Community Councils

Secretary: Role on community councils

The secretary manages the administration of the community council.

The secretary is responsible for:

  • Issuing the Agenda.
  • Recording and circulating Minutes of community council meetings.
  • E-mailing draft and approved community council Minutes and the next meeting agenda to the Council for publication on its community councils' web pages at: Community Councils.
  • Responding to all correspondence / enquiries.
  • Circulating information to members.
  • Looking after invited visitors and guest speakers.
  • Arranging the venues for meetings.
  • Liaison with officials of the local authority and other agencies.

To be successful, a community council must have an energetic and conscientious secretary prepared to put in the necessary time and effort.  However, the workload can easily be spread across all community council members to make sure the secretary is not overloaded - for example, some tasks could be delegated to other members or to small sub-committees. Some community councils also have a separate minute secretary. It is not recommended to overload your secretary - you might find difficulty getting volunteers for the role the next time!

It is essential that the secretary has access to e-mail and the internet.

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