The Role of the Secretary in Effective Management of Meetings

The secretary plays a crucial role in committee management beyond just taking minutes. They are responsible for understanding the committee’s purpose, preparing papers, implementing decisions, and administering meetings actively. The committee system serves as a foundation for effective university administration, enhancing decision-making, governance, and problem-solving processes. Various categories of committees, such as strategic, operational, statutory, standing, and ad hoc, contribute to achieving organizational goals.

• Secretary Role
• Committee Management
• Meeting Administration
• University Administration
• Decision Making

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1. THE ROLE OF THE SECRETARY IN EFFECTIVE MANAGEMENT OF MEETINGS BY: YETUNDE OGUNLEWE LAWYER, ADMINISTRATOR, DIRECTOR, DIRECTORATE OF PROPERTY MANAGEMENT, DEVELOPMENT AND INVESTMENT. UNIVERSITY OF LAGOS, AKOKA, YABA, LAGOS WEDNESDAY JUNE 26 2024

2. NOT JUST TAKING MINUTES 1 THE SECRETARY IS THE MOST IMPORTANT ROLE IN ANY COMMITTEE 2 - Having knowledge about the remit (i.e. the work of the committee) 3 - Preparation of papers for the Committee - Implementation of the decisions of the Committee - Administration of the meetings SUMMARY /KEY POINTS It is an active role, not a passive role 1 http/www.soas.ac.uk/admin/government/standing order 2 Shackleton on The Law and Practice of Meeting. Sweet and Maxwell 3 The role of Secretary as Committee of Nigeria University System by Jadesola E.T. Babatola, Ph.D. Academia.edu

3. THE RAISON D' ETRE OF THE COMMITTEE SYSTEM The Basis, the justification, the legal standing of Committees 4 S. 25 of the University of Lagos Act provides as follows "Anybody of persons established by this Act shall without prejudice to the generality of the powers of that body have power to appoint committees". The Committee system is a panacea for effective University administration 5 There would be a gap in the University leadership without the use of the University Committee System; there is a direct correspondence between Leadership and the Committee system in the University 6. 4. UNIVERSITY OF LAGOS ACT 1967 as amended 5. Okai, N. Okai and Wordu John Amaoge Advance Journal of Education and Social Scinces Adv.J. Edu. Soc. Sci. Volume: 4 : Issue : 04 ISSN: 2237 - 1470 6. University Leadership through Committee System as a correlate to effective University Management Uzoma Aja - Okorie and Ndubuisi Ogbonnia Oko www. iaa journals.org IAA Journal of education 9 (1): 1-10, 2023. .

4. WHAT DOES A COMMITTEE DO - - - - - - Improves decision making Democratization of the decision making process Attainment of goals. Efficiency Participation in School governance problems Solving 7. Makingthe 21st Century University Work Effectively through the Committee System Prof. Eyitope O. Ogunbodede VICE CHANCELLOR, OBAFEMI AWOLOWO UNIVERSITY (2017 - 2022)

5. Categories of Committees The Categorization of Committees are not exhaustive 8 (i) Strategic Committees - Where are we going. Example Strategic Plan of "University of Lagos 25 years Strategic Plan 2012 - 2037". Operational Committees - how do we get there - FASU Games Committee (ii) Statutory Committees of the University F & GPC Academic Planning Committee Development Committee. Appointment and Promotions Administrative and Technical Committee (ATSC) ___________________________________________________________________ 8. Prof. Eyitope O. Ogunbodede (iii) Standing Committees and Adhoc Committees 9. Examples of Standing Committees are:- Honours Committees BCOS Committee Board of Survey - Adhoc are those set up on a temporary basis:- Investigative, Fact Finding Committees (iv) Committees under the Vice-Chancellor's Students' Disciplinary Committees. Student Misconduct Committees". the University - 9. Regulations of the University of Lagos 10. S 19 of the University of Lagos Act. 11. University of Calabar V. Esiaga 1997 4 NWLR (PT 502)

6. Setting The Tone For The Meetings "Documentation" - Inauguration of the Committee - Membership and terms of Reference - Agenda - Drafting - Minutes Executive Summary Action Points - Matters Arising - Enforcing Deadlines

7. Agenda A pivotal task is setting the Agenda Importance of an Agenda Planning and Preparation 12 It forms part of the record of proceedings of the Committee Types of Agenda This is a style of writing . It could also be a function of the scale of the Meeting. - Basic Agenda - Expanded Agenda Item Desired Outcome Priority Time Who How High Hard Ball Games Constructi on of a Hard ball Pitch Within 2 Months Director Sports PPP Open and Reserved Agenda 13 For Sensitive Matters - To be dealt with in confidence 12. https://hr.mit.edu/learning - topics/meetings/articles/agenda. Expanded Agenda Example: Steering Committee of FAS 13. Law of Meetings by Shackle ton (Supra)

8. Endeavour to draft your Agenda as a "Verb" to describe as action:- To receive a document. You could thereafter mark the document giving it a number ie. ST 001/2024/ or ST/002/2024. To consider: To discuss To approve: To reach a conclusion, to approve a Report. To recommend - To make suggestions to another - body - To the Vice-Chancellor. To endorse : To support a decision made by another body. To endorse the decision of the H.O.D. that a script be remarked. To note - To acknowledge information that is given

9. Minutes - Importance - Documentary Evidence. It forms part of the proceedings/record of proceedings of a committee The Secretary may be called in a dispute to prove same. It must be signed by the Secretary and Chairman It must be dated. I4 S102 of the Evidence Act Minutes Writing 1. Concise, Clear, free from ambiguity 2. Readable, not verbose 3. Systematic, like someone laying the foundation of a building:- Synopsis Preambles Main Business of the Committee Findings Recommendation Execution/Attestation. 4. No assumptions 5. Minutes are written is past tense (not present or future tense).

10. Organization of Meetings Seating Arrangements/Protocol: The Chairman seats at the Head of the table with the Secretary Sitting right next to him. Attendance The Attendance Register must be signed by each member of the committee as it forms part of the record of proceedings. Indicate Full names, Department, Designation, email addresses, Phone Numbers, Column for Signature. Quorum 16 If a quorum has not been formed, then the meeting has not been properly. 15. University of Lagos Standing Orders/Convention. 16. S 24 of the University of Lagos Act Supress constituted and decisions taken invalid It is usually 1/3rd : One third of the Committee members: - Distribution of Papers Papers/documents must be sent ahead of meetings. Sufficient notice must be given' Make use of electronic distribution of documents through official email Social Media and Physical copies. 17. S.84 of the Evidence Act.

11. Qualities of a Secretary 1. 2. 3. 4. 5. 6. 7. 8. Good Command of English ICT Must be a Voracious reader Must be clam Must be impartial Must project Professionalism Must be emotionally intelligent Must be able to get along with people