Secretary

Roles and responsibilities.

Community Councils Secretary

The secretary of a community council is generally responsible for:

  • the agenda; 
  • the minutes of the meeting;
  • answering all correspondence;
  • writing any letters;
  • circulating information to community council members;
  • public relations, dealing with the press, TV and radio;
  • looking after visitors;
  • arranging the venue for meetings;
  • Liaising with officials of the local authority; and
  • supporting the Chair and providing (or obtaining) legal and other specialist advice.

To be successful, a community council must have an energetic and conscientious secretary prepared to put in the necessary time and effort. It may be of benefit for some duties to be delegated to other members of the community council to allow the Secretary to focus on their core duties. Examples include appointing a dedicated minute taker for meetings, assigning a member of the community council to liaise with the press and media, or setting up sub-groups to deal with grant applications or newsletter production.

It can be problematic to overload your secretary with too many duties, and you may find difficulty finding volunteers in the future. The duties may of course be allocated to more than one person.

Given the responsibilities listed above, it is advantageous for the community council secretary to have access to email facilities

A to Z of services