Preparing and Issuing Notices of the Meetings

The secretary is responsible for drawing up the notice of a meeting and for arranging for copies thereof to be sent out to the members entitled to receive it. In the case of a private meeting it may be advertised by press announcements, posters, handbills and circular letters.

When drawing up the notice, the secretary will work in close collaboration with the chairperson or president. S/he will ensure that the correct information is duly included.

Since the convening of meetings must be initiated by the executive committee, all notices should bear the following subscription: “By order of the executive committee” and thereafter should bear the secretary’s signature and the date.

It should be emphasised that the secretary has no authority to issue a notice of a meeting on his own initiative, he must always act on the instructions of those persons who are endowed with this authority in terms of the Constitution or of the Rules and Regulations of the organisation, or alternatively of the executive committee.