Secretary

The role of the Secretary is to act as administrator for the co-op and meetings, and works closely with the Chair.

Our current Secretaries are Haz Horobin-Worley and Arlo Hauser.

Responsibilities List

• Review the register of co-op members, directors and officers (see the action list below)

• Coordinate with the Chair to review all policies (inc. Code of Conduct) within a month of before the AGM

• Coordinate with Chair in reference to any recruitment or ad-hoc duties

• Review access permissions for shared resources - Drive and private Drive folders, gmail, TeamUp, Loomio etc.

• Renew co-operative memberships 

• Annual survey of members

• Also be known as the Data Protection Officer

• Review all members' physical/digital records and destroy any no longer needed

• Ensure new members have access to forum/handbook, and necessary permissions etc.

• Remove leaving members from access to forum/handbook etc

  • Coordinate with Treasurer to send £1 share to any members who cancelled their membership (see below)

• Prepare attendance report for General Meeting

• Upload minutes from General Meetings & AGM

• Check all co-op members are meeting terms of participation 

Time Management Notes:

These can be grouped up as a monthly set of tasks.

When a Member Joins

• Add member to the Register 

• Teamup

  • If they are a Director, add to Staff on TeamUp

• Google group

  • Adding or removing someone from the members/directors group revokes their access to google drive

• Loomio

  • add them to Loomio 

• WhatsApp community

  • Add them to the Members WhatsApp group

• If you would like to, reach out personally by text or email to welcome them and be a point of contact for any questions they have.

When a Member Leaves

• Remove them from the Register

• Remove them from Teamup, Google Group, Loomio and the Members' WhatsApp chat (as above)

• Refund them £1 via TeamUp

  • Go to the  TeamUp Customer List and find their name to navigate to their profile

  • Click the Payments button and Click "Refund" next to the last payment

  • Set the refund amount to a custom amount of £1, then click "Process Refund"

Induction requirements

• Be given induction along with the relevant handbook guides for the tasks above

• Be given GDPR/Data Protection training

• Do a software induction:

  • TeamUp

  • Google Workspace

  • Loomio/Forum

• Admin Access:

  • TeamUp

  • Google Workspace

  • Loomio/Forum