To assist the Club’s Office bearers and Activity Convenors in the retention of various records pertaining to the Club’s operations the following policy has been developed. It is recommended that the policy should be reviewed periodically to ensure the guidance is up to date and reflects current practice.

 

 

 

The minutes of General Meetings, Annual General Meetings, Extraordinary General Meetings and Management Committee Meetings must be kept indefinitely. Once items of unnecessary correspondence are recorded in the minutes they may be destroyed.

 

Newsletters are to be considered historical information are therefore should be kept indefinitely.

 

 

Financial records, reports and supporting documentation must be kept for 5 years. Similarly, Membership lists should be kept for 5 years.

 

 

For insurance purposes the Secretary is obliged to maintain attendance records for the Club’s meeting and activities. To facilitate this all Convenors are required to promptly advise the Secretary the names of each attendee at the conclusion of each activity. This information, according to PSPL, must be kept for 13 months after the event date. However to err on the side of caution the Club will keep this records for 2 years after the event date.

 

D. Activity records.

 

Each Activity Convenor maintains records which are necessary to organise each event or activity. These records may include correspondence, emails , invoices, bank deposit details, booking details etc. They should be kept for at least one year primarily to assist the Treasurer and the auditor to finalise the Club’s Financial Reports. As noted in C above activity attendance records must kept for 2 years.

 

These records will assist in organising the same activity the following year or subsequent years and also provide a very useful guide to incoming Convenors. Each Activity Convenor should assess the usefulness of keeping these records beyond one year and decide which records should be destroyed or retained.