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Notes on duties of Secretary (originally written by Malcolm, 8 April 2018):

"As long a nothing goes wrong during the year (like the Chair resigning mid-term ;-) ), there are two parts:

1. Committee meetings
2. General Meetings

There are now about 6 Committee meetings per year; for each none there is about 30 mins preparing the Agenda (not that much really, remembering to do it is harder that actually doing it - I'm not good at setting reminders...), 1-2 hours for the meeting and about 1 hour to write up and publish the minutes. Used to be longer to write the minutes but I've got more practiced at it...I write the minutes in Markdown (with [[http://markdownpad.com/|MarkdownPad]]) and publish the minutes to pdf which I stamp 'draft' using [[https://www.tracker-software.com/product/pdf-xchange-editor|PDF-Exchange Editor]] [also useful for merging the accounts pdf into the AGM pack - I have a personal license for the Editor version...]).

General Meetings ; there isn't much to do until voting starts except making sure the notices go out. I guess in total a couple of hours creating and sending the notices (I have an Excel spreadsheet to calculate the dates - I just put in the date of the AGM and it calculates the others for me...). The AGM pack takes about 2 hours to create and upload. Setting up the election takes 1-2 hours and requires getting the voting list from Matt and merging the right Corporate Members - this year I didn't try to email all the Corporate Members and it was much easier (I got 1 response to my suggestion that they should contact me if they wanted others to vote), so I would suggest that is followed in future. During the election I take maybe an hour to send reminders to vote. When voting is finished there's 1-2 hours to collate the results and prepare something to show at the AGM. And the AGM itself of course, which I think last year was a record shortest time ;-)

Summary - there's not a lot of time overall (I make that about 24-28 hours per year), but there are lots of small, frequent things to do."

{{:secretary:2018agmschedule.xlsx|2018 Election Schedule spreadsheet}}
{{:secretary:accu-committee-minutes-20180324.zip|Sample minutes markdown}}