The secretary should prepare written instructions for special committees. They should include the purpose of the committee, deadlines or reporting date, the budget, and the names of the chairman and committee members. Standing committees should receive this information as well as last year's committee report. Periodically, your club needs to review committees and their purposes. If a committee is not needed drop it.
Records Having good club records can prevent misunderstanding and duplication of effort.
There are several types of records, which we'll discuss below. They are most often written in third person. Also include the names of the president and secretary or their replacements and the fact that a quorum was present. The exact wording of all motions that weren't withdrawn and who made the motion. It is not necessary to record the name of the seconder.