Board Secretary (Board of Trustees)

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Volunteer Board Secretary (Board of Directors)

Reports to:

Board Chair or Board of Directors, as appropriate

Preamble:

The Board Secretary provides administrative and clerical support to the Board,

through the timely and accurate collection and sharing of information directly

related to its activities. The Board Secretary ensures that the Board is well

informed and that its activities are well documented for the use of Board members,

the Governance Committee and relevant government bodies.

Authority:

Board members work both individually and collectively in governing PRANA

affairs through the development, approval and evaluation of policy and budget. As

a committee member, the board member provides planning and implementation

services to the Board. The board member acts on the board’s behalf in accordance

only with board motions and policy guidelines and only as requested and in

accordance with Board resolutions with respect to representation of the Organization.

Duties Specific to the Board Board Secretary

The Board Secretary duties/responsibilities are as following: Serves on the Executive Committee.

Keeps copies of the organization’s bylaws and the Board’s policy statements. Keeps lists of officers, Board Members, committees and General Membership. Notifies Board Members of meetings.

Keeps record of Board attendance.

Makes sure that there is a quorum at Board meetings. Keeps accurate Minutes of meetings.

Records all motions and decisions of meetings.

Signs Board Minutes to attest to their accuracy. Records all corrections to Minutes.

Keeps copies of Minutes of both Board and committee meetings. Keeps accurate record of Executive Committee meetings.

Distributes copies of Board Minutes and actions to Board Members promptly after meetings.

Distribute copies of Executive Committee Minutes and actions to Executive Committee Members promptly after meetings.

Conducts general Board correspondence. Keeps records of all Board correspondence.

Signs official documents of the organization as required.

Orients the new Board Secretary as needed.

Makes sure members are notified of Annual General Meetings.

In the absence of the Chairperson and Vice-Chairperson, chairs Board meetings until the election of an alternate Chairperson.

Experience:

Minimum of two years of experience in administration in a paid or volunteer setting. Strong

organizational skills, time and ability to meet deadlines and produce notes and Minutes in

a timely manner for distribution and action by the Board. Excellent notetaking,

transcription, and computer literacy skills.

Knowledge:

An understanding of the effective functioning of a charitable organization

Duties of all PRANA Board Members:

Board members are expected to be fully informed on organizational matters, to contribute to debate on issues and to contribute to the Board’s policy deliberations. They are expected to understand and support the PRANA’s mission statement and strategic plan.

Board member duties include the following:

Attend meetings and show commitment to Board activities;

Be well informed on issues and agenda items in advance of meetings;

Participate on one or more committees or in an ad hoc manner, as requested by the Board Chair and CEO;

• Monitor public response of the Organization;

Participate in Board orientation meetings to ensure organizational and fund development knowledge and to participate in volunteer and donor recognition events; Provide candid, open and honest feedback and evaluation when appropriate;

Take initiative in informing the organization about opportunities for funding or program development;

Identify individuals in the community for volunteer participation or funding support; Support the organization and its officers in times of crisis or controversy;

Provide sensitivity and support to staff member and other Board members as they perform their duties;

Exercise loyalty to the Organization and respect confidentiality regarding internal affairs; Provide leadership within the Board and in the community on behalf of the Organization and its programs;

Actively participate in Board operations, activities, improvement and contribute to the continuous development of PRANA.

• Support the establishment of programs, training and events, etc.
• Attend (4) quarterly board meetings held in January, April, July, and October along with any other meetings as scheduled.
• Be able to participate in and attend key PRANA events or activities, such as the PRANA Annual Gala, workshops, fundraisers and any other community building activities and events.
• Check-in briefly with the Board Chair and at least one other Trustees twice a month (any day of your choice)
• Serve on at least (1) one special committee or sub-committee

APPLICATION PROCESS:

Interested applicants must submit cover letter along with a current resume to:

Juve Lima Executive Director

Email: juve@prana-c.org