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Office Holder training: Secretaries - Shared screen with speaker view
Georgie from Matakana Playcentre
05:28:58
Hi there, I'm a little early. Just to let you know that my PC doesn't have a camera or microphone so I will only be able to hear and type. I hope that's ok. Thanks, Georgie :O)
Anna Fleet
05:30:55
Hi Georgie - welcome in. No worries about mic or camera not working, so long as you can hear us once we start talking :)
Georgie from Matakana Playcentre
05:31:17
Ok great thanks :O)
Georgie from Matakana Playcentre
05:43:49
Hi has anyone started talking yet? I haven't heard anything yet...
Gemma
05:44:07
Not yet, starting at 8pm
Tahlia
05:48:53
sound good
Georgie from Matakana Playcentre
05:48:59
sounds good :O)
Helen
05:52:12
will this presentation be available somewhere for reference after the talk? thanks
Gemma
05:52:39
Yes there will be
Sarah
06:06:30
How do I change my minutes file to a PDF?
Natasha
06:07:04
file - export to pDF and then OK
Sarah Bell
06:07:17
do we need to keep a paper copy of minutes at PC?
Sarah
06:07:37
Thanks Natasha
Sarah
06:11:24
Do annual plans, budgets and strategic plans require 1st, 2nd and final readings?
iPhone
06:11:46
are there templates on playcentre website for strategic and annual plans at all?
Emily Barber
06:11:56
Could you explain the difference between annual plan and strategic plan pls.
Nadia Retzlaff
06:12:17
These aren’t the secretary’s responsibility though - correct? Account reports are Treasurer and Co-ordinator responsibilities
Nadia Retzlaff
06:12:55
Just a checklist for secretary to make sure info is gathered & ready?
Emily Barber
06:16:43
If annual plan not finalised or discussed prior to/at agm can this be finished at later hui or do you need an sgm?
Anna
06:18:15
do new treasurers need to be voted in? we just changed treasurer due to the previous one leaving and there was no vote and was just stated at a regular meeting not a SGM
Sarah
06:18:23
Don't financials need to be passed monthly at a meeting?
Cherry’s iPhone
06:29:53
newsletter? is that a layout or ideas that we can follow
Nadia Retzlaff
06:30:00
Just looking at contacts on email
Cherry’s iPhone
06:30:17
yes template
Nadia Retzlaff
06:30:27
Sorry - can’t find how to add in members details. Only allowing 1 person
Anna
06:30:30
Our president has requested to take on the role of doing all the emails. I don't have access to the centre email and therefore feel as if a lot of my role is redundant to me. Is this an issue ?
Cherry’s iPhone
06:30:39
or anything we should included in the newsletter, to engage members
Nadia Retzlaff
06:30:57
Office 365 sorry
Simon and Lucy Sheppard’s iPhone
06:33:08
Do centres have a template for office holder reports?
Cherry’s iPhone
06:35:03
is centre secretary also need to attend cluster meeting?
Nadia Retzlaff
06:36:26
Perfect, I was in the wrong area - thank you.
Nadia Retzlaff
06:36:29
I’ve found the old Association Centre job descriptions to be more in detail then what’s on the website - can we amend to suit our centre?
Nadia Retzlaff
06:36:36
Last question sorry
Eleanor Kane
06:38:13
Can we access information about PIA to pass on to new members?
Georgie from Matakana Playcentre
06:38:21
Is there an example of online file structure? I would find that really useful....:O)
Teresa
06:38:32
Do you still need two people to propose and second a decision if everyone has agreed on the decision? Is this just a formal process of the meeting?
Eleanor Kane
06:39:41
More about the work load expected eg
Jess
06:42:18
so we don’t need to first and second financial stuff
Emily Barber
06:42:30
Do you need a quorum to make decisions? We used to have to have 7 people...but often struggled to get that number at meetings.
Nadia Retzlaff
06:43:02
We have ERO coming up, and have realised no minutes were being taken at LEAP meetings - just FYI for other centres
Jess
06:43:14
that awesome thanks
Nadia Retzlaff
06:43:27
Good idea to have someone taking minutes for LEAP for your next review is a must
Teresa
06:44:12
what is involved when we review the policies/practices/procedures? A discussion or review the main points? Do we make changes to suit our own centre?
Natasha
06:44:38
I have just started at a new centre and they don't have LEAP meetings. Is this a requirement now?
Anna
06:44:53
what is a LEAP meeting?
Cherry’s iPhone
06:46:57
photos records...is secretary need to gather and save the photos at computer ...we don’t have drop box
Cherry’s iPhone
06:47:53
a member been borrowing the centre computer as her personal one is broken by her children
Anna
06:49:08
Thank you!
Natasha
06:49:13
thanks
Cherry’s iPhone
06:49:14
thank you
Brylee
06:49:21
Thank you!
Georgie from Matakana Playcentre
06:49:28
awesome thanks a lot :O)
Malita Baigent
06:49:30
thank you ladies
Emily Barber
06:49:34
Can we get a copy of the powerpoint?
hilde
06:49:44
thank you very much
Sarah Bell
06:51:06
thank you!