Meeting, Company Secretary and Trustee Support

At S.A.M. Ltd, we deliver professional minute taking services for board meetings, AGMs and organisations across the UK, alongside structured and confidential virtual assistant support.

Based in Gloucestershire, we support membership organisations and service-based businesses with accurate meeting documentation, governance support and specialist audio typing, all delivered to consistent professional standards.

Minute taking for golf clubs

We have particular experience supporting golf clubs, including Council, Committee and AGM minutes for one of Ireland’s most prestigious Royal clubs. Our minute taker attends virtually, understands the governance rhythms of a members’ club, and returns draft minutes within two to three days on average, in a consistent, professional format your Council can rely on year after year. If your Honorary Secretary is stretched, your AGM is approaching, or an AI tool hasn’t delivered the accuracy a permanent record demands, we can help.

AGM and Board Meeting Administration

Meetings Scheduling: Planning, setting
dates, maintaining minutes and booking
venues for board meetings, the Annual
General Meeting (AGM).

Agenda & Papers: Maintaining the annual
board calendar, preparation of agendas,
distributing board papers in advance.
Creation of templates for board papers,
including resolutions.

Minutes: Taking accurate, professional
minutes of board meetings, reported in a
consistent format.

Action Tracking: Supporting the chair to
ensure that the decisions of the board are
implemented and are in line with the strategy
and business plan: 3 touchpoints:
communication of action, reminder of action,
final deadline update.

Trustee Support and Management

Recruitment & Induction: Support the Chair
with the administration involved in
recruitment, induction, and training of new
trustees.

Communication: Act as a point of contact
for trustees and occasional liaison between
the board and senior staff.

Governance and Compliance Administration (Company Secretary Support)

Regulatory Filings: Ensure annual reports,
accounts, and trustee changes are filed on
time with Companies House and the Charity
Commission.

Statutory Registers: Maintain the Register of
Members and Trustees;

Advisor: Support the board’s compliance with the Articles of Association and Association rule book by maintaining accurate records, tracking requirements and flagging upcoming obligations for the board’s attention.

Policies: Assist the Chair with administrative
support for the process of reviewing and
updating charity policies to ensure they meet
required standards.

Membership Management: Maintain an
accurate register of Trustees and their
details; Declarations of Registered Interests;
Code of Conduct; Board Manual, including
Terms of Reference, Scheme of delegation
and Role Descriptions.

Governance Guidance: Provide Trustees with practical administrative support for their governance duties, keeping documentation, registers and processes aligned with the Articles and rule book.

Please note: we provide governance administration and Company Secretary support only. We do not act as Company Secretary, and we do not provide legal advice.

When there’s too much to manage, we calmly take care of it.

Curious about working together? Book a no-pressure call to find out more.

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