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Covers the wider Wales YFC structure, the practical responsibilities of a secretary, and the importance of organisation, communication, and timely follow-up. Includes guidance for AGM setup, notifying the County Office, managing correspondence and competition entry forms and rules, promoting community events, and handling letters and complaints with proper minutes.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/wales-yfc-guide-to-being-club-secretary-how-to-guide-for-good-practice/245641/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/wales-yfc-guide-to-being-club-secretary-how-to-guide-for-good-practice/245641.png","ImageObject",442,249,{"name":88,"@type":89},"Mali","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-19","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",8,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What initial steps should a new Club Secretary complete after the AGM?","Question",{"text":109,"@type":110},"Notify the County Office as soon as possible that you are starting as Secretary, and introduce yourself to members present to collect contact details needed for ongoing communication.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"How should the Club Secretary handle competition entry forms and rules?",{"text":114,"@type":110},"Track deadlines for completion, pass the rules to competing members, and clarify any uncertainty by discussing requirements and contacting the County Office when needed.",{"name":116,"@type":107,"acceptedAnswer":117},"What is expected when dealing with event promotion and letters from other organisations?",{"text":118,"@type":110},"Promote community events and Wales or federation activities to members so they can participate, and ensure any important correspondence is communicated effectively.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},245641,1790335045,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":136,"language":137,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":138,"faqs":139,"seo_title":140,"seo_description":61,"update_tm":141,"read_time":142},2336475104362,"https://ap-avatar.wpscdn.com/avatar/22000c4c46a41b752dd?x-image-process=image/resize,m_fixed,w_180,h_180&k=1786595829695023868","Wales YFC Guide to being Club Secretary  \nIntroduction  \nCongratulations for taking on an official role within your club.  \nBeing a Club Officer comes with responsibility but it will be worthwhile. Over the next twelve months, your knowledge of your Club, your County structure and Wales YFC will increase tenfold!  \nTaking on the Club Secretary role can be daunting but, with some organisation and this “How to…” guide, you will soon be running your club efficiently. This step by step guide should cover most situations you will encounter as Secretary, advising you on good practice and pitfalls to avoid.  \nEnjoy your twelve months as Club Secretary. Remember, if you need help, don’tbe afraid to ask for it. Good luck and enjoy your time in post!  \nStructure of YFC  \nThere are 167 clubs within Wales, belonging to 12 different Counties. Out of these 12 Counties, 10 affiliate to the National Federation of Young Farmers. The two others, Ynys Môn and Eryri, affiliate directly to Wales YFC only.  \nWe as an organisation are a member organisation of a larger group, a European youth organisation, Rural Youth Europe. Our five nations partners, Ireland (Macra Na Feirme), Northern Ireland (Young Farmers Clubs of Ulster), Scotland (Scottish Association of Young Farmers Clubs, SAYFC) and England (National Federation of Young Farmers Clubs, NFYFC) also are part of Rural Youth Europe.  \nHere is the structure:  \n2 Direct affiliations  \n10 National affiliations  \nWales Federation of Young Farmers Clubs  \nNational Federation of Young Farmers Clubs  \nRural Youth Europe  \nRole of a Secretary  \nDepending on how your Club and County are set up, you may have more than one Secretary; this is completely normal and does not matter as long as those in the roles know their responsibilities.  \nThere are many different aspects of being a Secretary and, depending on your club, you may do all of them or a combination of them, you may be the minute secretary, the social secretary or the “do it all type of secretary”!  \nTo make life easier for you, this guide will cover all aspects of being a Secretary, then you can select the pages that are relevant to you.  \nFrom the start  \nBeing Club Secretary is arguably one of the hardest jobs in Club. Getting a few things organised first can help get your year off to a good start. One of the main qualities you will need is organisation; if you master this skill you will be a very efficient Secretary.  \nDuring your club AGM, you have been voted in as Secretary by your fellow members. This is an exciting time as a member; taking on such a role is a privilege and will significantly increase your knowledge of the movement. At the AGM, you can take advantage of all members, Club Leaders and possibly even a County representative being present. Introduce yourself to those who do not know you and get phone numbers and email addresses from all your members. This will be essential for you throughout the year as establishing a good contact with members is key to ensuring communication between Club and County.  \nAt the AGM  \nOne of the first things you need to do is let your County Office know you are starting as Secretary for your club, as soon after the AGM as possible. This will ensure all correspondence and information gets to you.  \nRemember to ask if the Club has a Facebook or Twitter page (if you don’t already know this) and ask to become admin on these groups in order to effectively update your social media.  \nSpeak to last year’s Secretary; after all they have done a year in post and they  \nknow what the job entails!  \nCorrespondence  \nOne of your main duties is dealing with correspondence. As Club Secretary you will receive a large volume of letters and emails and it is your job to sort through and decide what is essential to discuss and what you just need to pass on to members for their information.  \nEntry Forms & Rules  \nAll competition entry forms will be included in your correspondence and these will have deadlines for com","cbCaimKVVI71GkZK","https://ap.wps.com/l/cbCaimKVVI71GkZK","pdf",337238,19,"English","# Introduction\n## Structure of YFC\n## Role of a Secretary\n# From the start\n## At the AGM\n# Correspondence\n## Entry Forms & Rules\n## Events\n## Letters\n## Dealing with correspondence","[{\"question\":\"What initial steps should a new Club Secretary complete after the AGM?\",\"answer\":\"Notify the County Office as soon as possible that you are starting as Secretary, and introduce yourself to members present to collect contact details needed for ongoing communication.\"},{\"question\":\"How should the Club Secretary handle competition entry forms and rules?\",\"answer\":\"Track deadlines for completion, pass the rules to competing members, and clarify any uncertainty by discussing requirements and contacting the County Office when needed.\"},{\"question\":\"What is expected when dealing with event promotion and letters from other organisations?\",\"answer\":\"Promote community events and Wales or federation activities to members so they can participate, and ensure any important correspondence is communicated effectively.\"}]","Wales YFC Guide to being Club Secretary - How to guide for good practice | PDF",1789230106,7]