The role of secretary is an important one in the committee. As part of the executive you must be a current member of the university. The secretary assists the chair in making sure that everything in committee runs smoothy.
Minutes
Every week at the committee meeting the secretary takes the minutes of the meeting, and later emails these out to the rest of the committee along with an action plan so that everyone can see what they have to do and when.
Emails
The secretary may also send out the weekly emails, and reply to emails in the society account, but it is best to check with the Chair exactly who has which emailing duties to avoid confusion and multiple emails. The address for emailing the society is ku.ca.kroy.stsil|lla-cos-sdnag#ku.ca.kroy.stsil|lla-cos-sdnag.
List maintainance
The secretary has responsiblity for keeping the lists up to date. To do this, you will need to log in to the administrator account (found here: https://lists.york.ac.uk/mailman/admin/gands-soc-all) and log in with the society password. Members can be added and deleted here. We also have three other lists: gands-soc-1 which is being developed as a FOGS email list, gands-soc-2 which can be used by the technical director to email the tech crew, and gands-soc-3 which is an orchestra list, and used by the musical director. The secretary should liase with the technical director and musical director about upkeep of these lists and help them use them.
FOGS
Currently, Lois produces the FOGS newsletter, and the secretary emails this out to the members of FOGS. These are currently in an Excel document, but will shortly be in gands-socs-1 to make it easier to keep and update.
Events Forms
One of the most important things a secretary has to do is to fill in the events forms.
There are two types of form: Minor Social Events, and Standard Social Events. You will usually be using the Standard Form (found here: http://www.york.ac.uk/campusservices/infocentre/index.htm) The form needs to be given in at least 7 weeks in advance for the Main Show (being in Central Hall) and 5 weeks in advance for the Summer Show, so it's advised to do this as soon as possible. Other members of committee will be able to help with filling in the form, so ask for help.
Once the form in filled in, take it to the SU building, and one of the nice ladies downstairs will sign part of it for you. Once this is done, you can take it to the Information Centre and hand it in there, where they will get other important people to sign it.
Links
LINKS are the student branch of St.John Ambulance, and we need them at every show that we do. The secretary is responsible for booking LINKS. Email LINKS at gro.usuy|sknil#gro.usuy|sknil and they will send you the forms you need. Fill those in (remembering that LINKS need to arrive 30 minutes before the start of the show) and put them in the LINKS pigeon hole in the SU building.
Stewards
Every show needs stewards to look after people as they come in, and then guard the fire exits. They get to see the show for free and sell tickets. Central Hall events will need 8-10 stewards for each performance - so start finding them quickly! (Parents can be stewards, helpfully.) Langwith events need fewer stewards - the number will be on the events form or Heath and Safety (gro.usuy|ytefas#gro.usuy|ytefas) should be albe to tell you how many you need. The secretary needs to email around looking for stewards and remind the society to get their friends etc to be stewards. Prospective stewards should email the account, and the secretary should keep a note of when they can help out. During Show Week, the stewards should be emailed telling them what time they need to arrive (normally an hour before the show for Central Hall, 30/45 minutes for Langwith.)