The role of the Secretary is normally responsible for the bulk of incoming and outgoing communications to the branch or region and for the keeping of non-financial records.

Committee and AGM Minutes
It is the responsibility of the chair to ensure that minutes of all committee meetings are provided to [email protected] within twenty one days of the meeting, and that for AGMs  the minutes and contact details of all members of the committee are provided within five weeks. These tasks are usually delegated to the Secretary as are:

• The production and distribution of meeting agenda;
• Note taking at meetings (although a separate note taker may be appointed);
• The production and distribution of minutes to the members of the Committee and to [email protected].

Because there is no clear dividing line between the work of the secretary and that of the branch chair, these two officers must work closely together. For example a communication may be sent to either or both of these officers. It could be embarrassing if neither or both replied, especially if both replied and the answers were substantially different.  It is important that an understanding of who does what is reached and that there is a good line of communication between the two when necessary. There will often be cases where they need to consult on day to day issues that arise between committee meetings and when they take action, either individually or jointly, without consulting the committee. These will normally be on routine or minor issues but in any case significant actions will be reported back to the committee no later than the next meeting.

The division of work between the chair and the secretary is matter for them. Decisions will be based on personal preferences, skills, knowledge and inclination.

The Secretary will be familiar with IWA House Style Guide and will ensure that it is used by all branch officers in their public communications.  They will also ensure that copies of correspondence to and from the branch are filed appropriately so that they can be referred to as and when required. This does not imply a central register or file of correspondence if there is a clear system for the distribution of documents between locations or officers. For example all correspondence relating to venues for talks and to speakers that may be held by the Events/Meetings Officer.