I recently became the president of a small volunteer group (10-15 members). Average age is 24.
On Sunday 16th, we had the first meeting of my year as a President. We have a secretary, A, whose #1 responsibility is to keep minutes of our monthly meetings and within a few days write them up in our template, send the draft to the president, who then edits it/approves it and has it circulated to the rest of the team. Writing the draft takes about 2 hours; I was last year's secretary and it never took me longer than that.
Now, 2+ weeks later, I still have not received it. I asked about it a couple of times, with a positive and non-judgemental attitude, and A apologized, citing a tough moment at work right before their summer break and promising to send the document by Sunday 30th (yesterday), which has not happened.
While I understand work can get in the way (A is an intern in a lawyer's office) and that A's commitment is not in question (she is one of the most active and committed people in the group), I believe that once people take on a task, they have a responsibility to carry it out, or warn in advance that they cannot do it.
I would like to approach A, asking her for the draft, and telling her that I would prefer that this situation did not happen again, especially as we go into the year. At the same time, I would like to push A to keep doing her best work, because I know she is capable of it.
How do I reprimand volunteers for what they did/did not do, without them losing their motivation or interest?