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