Backyard Poultry Forum

I tried searching and was restricted from the "archive" section? Any advice appreciated, mark

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not dead yet, but a hell of alot closer than i used to be

I have a friend who is a show secretary, I think it's where they do the paperwork and accept forms for chicken shows. Could be wrong tho.....

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I dream of a better world where chickens can cross the road without have their motives questioned.....

I am a show secretary but am also secretary so sometimes the lines blur ...I invite the judges to officiate ( can also be the secretary or presidents task), I prepare and distribute the schedule( both electronically and by snail mail).I also organise that we have enough ribbons, prize cards and prizes for the show. I receive and invoice all the entries, collate them all and prepare judges sheets, allocate pen numbers, make the pen tags, ...we have a working bee to prepare the shed ....I am present at penning so that if there are any errors I can deal with them .I have a couple of vollies that write the prize cards and put them out on the day ...I find it easiest to note on the judges sheets the special pries as they go but others do things differently, some clubs have a nifty computer program that will print out your sheets and/or prize cards but my club is a bit old school , cheers pam

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JAPS ARE REAL CHOOKS (DON'T BELIEVE THE KNOCKERS)

Thanks Pam

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not dead yet, but a hell of alot closer than i used to be

Generally however Secretaries cope all the criticism from all those that couldn't be bothered lifting a finger to assist but know how everything could be done better!

Sigh.

The Secretary should be the key contact officer of the Club.

Correspondence
• read and reply to correspondence promptly and pass it on to the relevant person in the club.
• maintain a register of correspondence ‘in’ and ‘out’.

Reports
• Write the annual report and other reports as required.

Records
• Maintain a register of members, life members, sponsors.
• Maintain all legal documents such as constitutions, leases and titles.

Meetings
• notification of meetings.
• arrange the meeting place and admission to the meeting
• prepare an agenda
• record minutes
• keep the chairperson informed of any matter which may assist or invalidate proceedings.

External liaison
• project a favourable image and seek support from the public, business circles and the media; and liaise with officials, judges, clubs, affiliated bodies, government agencies and committees.
• represent club at community and state body meetings
• obtain association sanction for club or group events; and communicate information between association and club or group members

Miscellaneous
• coordinate club events such as working bees

If there's something you want that's in the archive, just give us the link and we can pull it back out for you. Very old topics or ones that are no longer current are archived to keep the board lighter and quicker.

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Backyard Poultry Forum

Thanks Cathy; will find it.
Top post David; maybe next lifetime,
all the best, mark

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not dead yet, but a hell of alot closer than i used to be

I agree that the Club Secretary should be the key contact officer of the Club, although there will often be a Chief Steward, Show Convenor or Show Steward who will take on a lot of the Show-related duties.

The term 'Show Secretary' could be applied more to the Show-related duties rather than the club duties like corro, annual report, members registry etc. There is a cross-over however and I think individual clubs will run slightly differently depending on their Constitution and also what understandings are agreed upon by the Executive.

So it depends what you mean by Show Secretary.

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Backyard Poultry Forum

Every club operates differently. Some think it important they have a stand along Show Secretary, others don't. Personally I think it comes down to what talent you have in the club. The roles, as I see it are:

Pre-show
Secretary
• Coordinate the appointment of judges
• Liaise with judges re. accommodation and expenses once appointed, in writing once confirmed.
• Book accommodation for judges
• Liaise with breed clubs re. sponsoring of feature breed/s
• Coordinate club members approaches to sponsors
• Liaise with council re. use of cater facilities
• Prepare show schedule taking into account feature breeds, sponsors etc.
• Order sashes
• Ensure sufficient award cards available
• Mail-out of schedule to exhibitors
• Mail schedule to judges with confirmation of accommodation
• Ensure sashes received are as ordered

Show Secretary
• Receive, accept and record entries
• Remit entry fees etc to Treasurer
• Prepare steward sheets, allocate pen numbers to accepted entries
• Prepare award cards
• Allocate entries to appropriate pens
• Liaise with exhibitors regarding entries (inward enquiries, incorrect entry forms etc)
• Mark up pens
• Ensure steward sheets in same order as penning
• Appoint stewards
• Prepare awards sheets for presentation

Show day
Show Secretary
• Trouble shoot exhibitor problems
• Coordinate stewards
• Ensure correct completion of awards sheets
• Ensure sashes and other awards prepared for presentation
• Oversee awards presentation
• Oversee unpenning

Secretary
• Welcome judges and ensure they have everything they require (this could be the Presidents responsibility)
• Remunerate judges expenses

Post-show
Show Secretary
• Prepare show report for next club meeting

Secretary
• Letter of thanks to sponsors
• Letter of thanks to judges
• Letter of thanks with breed results & photos to feature breed clubs

Incidentally, I'm constantly amazed at the number of exhibitors (and club members come to that) who seem to think there is a chook fairy that does most of the above. For example, most have no concept that someone has put a lot of thought, time & effort into deciding which pen their fowl spends the day in.

Another sigh.

Yes, my show secretary friend told me on the club show day, that a guy was gonna put them in, paid, booked early and everything, then never showed up
I mean, to be honest, until I read your post I didn't think they did that much ( ) but now I know, so thank you.

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I dream of a better world where chickens can cross the road without have their motives questioned.....

Great rundown there David. I can see I'd better get going and do a bit more work.

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Backyard Poultry Forum

Thanks David, excellent post, mark

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not dead yet, but a hell of alot closer than i used to be

David Geering's descriptions of the jobs handled by the Secretary and Show Secretary are 100% spot on.

I've done both jobs for various poultry clubs, and other clubs over the years and it can be very rewarding to know that you are doing a task that, when it comes off successfully, helps others.
Many exhibitors don't realise the amount of pre-planning involved and it would be great to see more volunteers ask where they can help.

Of course you get quite the reverse with some administrators who think that their way is the only way and everyone around them is woeful, but they never seem to last very long.

I think all Show Secretaries should be rewarded with a huge smile and a bunch of flowers or a nice Café Latte at the end of the day.