A chairperson should be a tactful, pleasant, impartial person with a good working knowledge of the rules of the organisations.

DO NOT OVERLAP THE POINTS BETWEEN CHAIRPERSON AND SECRETARY

Duties of the Chairperson

●       To ensure that the meeting is conducted in an orderly fashion

●      Sets the agenda – (list of items to be dealt with at the meeting) . The Agenda should be relevant to those at the meeting

●       Open the meeting – ensure a quorum is present – (minimum number of people present to make a meeting legal).

●       Ensure that the agenda is adhered to.

●       Ensure standing orders are adhered to – these are the rules that govern how a meeting is to be conducted. Allows speakers from the floor; and ensures that they keep to the point.

●       Carries out voting and holds the Casting vote in the event of a tie. This means that the Chairperson can vote to break a tiebreak at a meeting.

 

The secretary

 

·         sends out the notice and agenda to all those who are entitled to attend. This should be sent out in plenty of time giving members or shareholders time to prepare for the meeting.

·         The secretary arranges a suitable venue ensuring that essential resources such as refreshments, audio­visual equipment and seating plans are in order.

·         The secretary informs the meeting of important correspondence and documents received by the organisation.

·         The secretary assumes the role of minute’s secretary. This involves reading the minutes of the previous meeting and having them approved and then signed by the chairperson. It also involves taking notes so that the minutes of the present meeting can be written up accurately later.

·         The secretary assists and advises the chairperson on points of order, information etc. during the meeting.

 

THIS QUESTION NEEDS DETAIL AS IT IS AT THE EASIER END OF THE SCALE