Correspondence with the Managing Committee and Office-bearers

The managing committee is the elected body that directs the affairs of the society, and the secretary works under its supervision and control. Although much of the interaction between the secretary and the committee takes place at meetings, a good deal of it is carried on in writing, and this internal correspondence is an important part of the secretary's duties. Its main purpose is to keep the committee properly convened, informed, and on record.

The most regular item is the notice and agenda of committee meetings. The secretary, on the direction of the chairman, issues to every member of the managing committee a notice stating the day, date, time, and place of the meeting together with the agenda of the business to be transacted, sent within the period the bye-laws require. Along with or before the meeting he may circulate supporting papers — the minutes of the previous meeting for confirmation, statements of accounts, reports, and any correspondence that the committee needs to consider. After the meeting he records the minutes and communicates the committee's decisions to those who must act on them. …