Everything the committee asks for, ready before they ask.

What makes the secretary job hard

None of this is the interesting part of running a club. All of it is why the role is hard to fill.

• Assembling the committee pack from five people who all send their bit late.
• Minutes in a Word file on someone’s desktop, with no reliable record of what was carried.
• Being the only person who knows where the constitution and the insurance certificate live.
• Writing the annual report from scratch every year because last year’s numbers are gone.
• Answering "how many members are we?" differently depending on who asks.

How ClubHelix handles it

The platform mapped onto the moments the secretary job actually runs on.

1. 1

   The monthly committee pack

   A curated set — membership, money, activity and anything overdue — in the same order every month, so this month can be compared with last month. Schedule it and it lands in the committee inbox before the meeting.

2. 2

   Agendas and minutes

   Meetings carry an agenda, motions with recorded votes, and minutes that lock once accepted, so the record of what was carried cannot quietly change afterwards.

3. 3

   Action items

   Motions and action items are assigned and tracked, so the "matters arising" section writes itself instead of being reconstructed from memory.

4. 4

   The document library

   Constitution, bylaws, policies, insurance certificates and governance documents live in the club’s own library — visible to the committee, not to whoever happened to have the folder.

5. 5

   The member register

   One roster, one definition of "active member", and a snapshot report you can take at any date — including the one your incorporation legislation asks about.

6. 6

   The annual report and AGM

   End-of-season and board packs pull the year’s membership, finance and activity figures together, so the annual report is a matter of writing the narrative around numbers that already exist.

The reports you will live in

A handful of the hundreds in the catalogue — the ones a secretary opens most. Each states how it was calculated, so the number can be argued with.

Membership snapshot

How many members there are right now, by status and type, at any date you name.

Membership growth & net movement

Whether the club is growing or shrinking, month by month.

Events summary

What the club actually ran this period, and who turned up.

Open incidents ageing

Anything unresolved that the committee needs to know about before it meets.

Expiring accreditations

Which checks and credentials lapse before the next meeting.

Roster coverage

Which duties and volunteer slots are still unfilled.

See the whole reporting feature →

Frequently asked questions

Can the pack be emailed automatically?+

Yes. Schedule a pack and it is generated and emailed as CSV or PDF on your cadence — first of the month, every quarter — with send times following your club’s timezone. Scheduled delivery is a Pro feature.

Do the minutes meet our incorporation requirements?+

ClubHelix gives you dated agendas, recorded motions and votes, and minutes that lock once accepted, plus a document library for the constitution and policies. What your association’s incorporation legislation specifically requires is a question for your state regulator — we hold the record, we do not interpret the statute.

Who else can see the committee pack?+

Only who you grant it to. Reporting permissions split five ways — view, finance, people, compliance and manage — so a general committee member can see the activity numbers without the member personal data.

What if our committee wants different reports?+

The five bundled packs are a starting point, not a cage. Save any report as a view with its timeframe and filters, and build the set your committee actually reads.