# What does a club secretary do? Duties, annual calendar and checklist

## The secretary's annual calendar

Adjust months to your season; the shape is what matters.

| When                            | What's due                                                                                              |
| ------------------------------- | ------------------------------------------------------------------------------------------------------- |
| **Pre-season (2–3 months out)** | Affiliation renewal; insurance confirmed; registration opens; council ground allocations confirmed      |
| **Season start**                | Member register current; welcome email to members; key-dates notice out                                 |
| **Monthly, all year**           | Committee meeting cycle (agenda → minutes → actions); correspondence triage                             |
| **Mid-season**                  | Grant deadlines (many open mid-year); working-with-children check audit                                 |
| **Season end**                  | Presentation night notices; AGM planning begins                                                         |
| **AGM month**                   | Notice per constitution; nominations; reports compiled; AGM run and minuted                             |
| **Within weeks of AGM**         | Annual return lodged; office-holder changes lodged; bank signatories updated; handover to any successor |

Put every dated item in a shared club calendar with reminders — not your personal one. The calendar is a club asset that hands over with the role.

## The club secretary checklist

The condensed version to print or pin:

**Weekly:** clear and triage the secretary inbox · update the action list · send any due member notices.

**Monthly:** agenda out ahead of the meeting · minutes out within a week after · actions chased · registers touched if anything changed.

**Season:** registration and affiliation done · insurance certificates filed · key dates published to members · council/grounds paperwork current.

**Annually:** AGM noticed, run, minuted · annual return lodged · office-holder changes lodged everywhere (regulator, bank, association, website) · document archive tidy · handover pack updated.

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