The Secretary is responsible for committee administration, governance paperwork, meeting records and ensuring that LCBA keeps proper records of its decisions. The Secretary is the organisational anchor of the committee, keeping the paperwork boat afloat.

What is expected of the person in the role:

• Prepare meeting agendas with the Chair and send them to committee members at least 24 hours before meetings where possible.
• Send meeting notices and papers to committee members within a reasonably expected time frame.
• Take minutes or ensure minutes are taken.
• Keep accurate records of committee decisions and action points.
• Maintain copies of the constitution, policies and key governance documents.
• Track when policies are due for review.
• Support the AGM process, including notices, nominations and records.
• Keep a record of committee membership and officer appointments.
• Ensure subcommittee minutes or reports are received by the main committee, including from the Events Committee and Lancaster Services Facilities Committee.
• Work with the Events Manager where meetings, consultations, AGMs or member events need agendas, attendance records, action notes or formal notices.
• Work with the Head of Communications and Liaison to make sure formal committee notices and governance updates are communicated clearly.
• Provide approved governance information to the Content Creator where website or social media updates need to reflect committee decisions.
• Help ensure the committee follows its constitution and agreed procedures.
• Act as a signatory on LCBA’s bank account and approve transactions in accordance with the constitution, agreed financial controls, Treasurer instructions and committee approval.
• Work with the safeguarding and welfare officer to develop and maintain all internal membership policies. 
• Attend any relevant training courses needed to fulfil the requirements of the position. 
• Maintain a good standing in the community and represent LCBA in accordance with all internal policies.

Reports to: 

• The Chair
• The full LCBA Committee.

Deputised by: 

• The Membership Secretary should deputise for the Secretary where the matter relates to meeting administration, member notices, member records, attendance lists or AGM preparation.
• The Chair should oversee temporary cover for formal governance matters if the Secretary is unavailable.
• The Events Manager may assist with event attendance lists, consultation records and practical meeting arrangements, but should not replace the Secretary’s governance role.
• The Head of Communications and Liaison may assist with issuing approved notices to members or the public.

Deputises for:

• The Chair by chairing committee meetings when the Chair is unavailable.
• The Membership Secretary where the matter involves membership records, AGM notices, meeting attendance, formal member communication, or constitutional voting rights.
• The Head of Communications and Liaison by issuing formal meeting notices, governance updates, consultation notices or committee-approved member communications.
• The Treasurer, Safeguarding and Welfare Officer, Boat Specialist, Events Manager or Content Creator except for administrative support linked to those roles.