Secretary - Board Member

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Assist us in empowering outdoor youth!

This is a board position. The group meets at various location in the area for meetings.

Board Secretary Job Description

The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements and to enable authorized persons to determine how the board's business was conducted.

Accountability

The Secretary is accountable to the Board of Directors. Through the Board of Directors, certain duties of the Secretary may be delegated, however, the accountability for them remains with the Secretary

Specific Duties

• Minutes

The secretary is responsible for ensuring that accurate minutes of meetings are taken and approved. Requirements of minutes should include at a minimum:

• date, time, location of meeting;
• list of those present and absent;
• list of items discussed;
• list of reports presented;
• text of motions presented and description of their disposition.

The Secretary ensures an approved copy of the minutes is maintained in the corporate records.

• Custodian of records

The secretary ensures that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents, (eg. letters patent, articles of incorporation), lists of directors, board and committee meeting minutes, financial reports, and other official records.

• Bylaws

The Secretary ensures that an up-to-date copy of the bylaws is available at all meetings.

• Communication

The Secretary ensures that proper notification is given of directors' meetings as specified in the bylaws. The Secretary manages the general correspondence of the Board of Directors except for such correspondence assigned to others.

• Meetings

The Secretary participates in Board meetings as a voting member. The Secretary provides items for the agenda as appropriate. In the absence of the President (and Vice-President), the Secretary calls the meeting to order, presiding until a temporary chairperson is elected. The secretary records meeting minutes as described above.