Co-Secretary

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Secretary

Role

The League of Women Voters of Oregon is looking for a volunteer to act as a co-secretary for our Board meetings. We are a non-profit, non-partisan organization and we do not support or oppose any candidate or political party.

Our Board meets once a month on Zoom, and meetings last approximately two hours. There is a template to follow when entering notes, and it might take another couple of hours to clean up and prepare the minutes for Board review. The Zoom meetings are also recorded and available to review. The time commitment would be perhaps five hours total for the month. We have a secretary who is ill and, if she cannot return, we could use the help until June of 2023.

Key Responsibilities

Serve as the official League business recorder with primary responsibility for taking minutes of all board meetings, at the annual meeting, and at any general meeting when League business is conducted. Maintain minutes and records to document official League business and recall as needed.

General

The minutes are the record of League policy making. They remind board members present of decisions made and actions to be taken. Minutes let absent members know what happened at the meeting and tell future interested people why certain decisions were made and what the League’s reasoning was at the time. They are our official record, are posted on our website and filed with the University of Oregon Knight Library Special Collections.

• Take minutes at all decision-making meetings of the board and at the annual meeting.
• Maintain all board meeting attendance records.
• Distribute minutes in a timely fashion.
• Submit all written reports and minutes with corrections to staff for our records.

Specific

• Attend meetings promptly; if unable to attend, arrange for a substitute.
• Take attendance.
• Identify board members in minutes by name.
• Record motions verbatim, with name of mover and vote count.
• Give a sense of discussions, especially when they are controversial.
• Attach reports (including consensus reports) to minutes as needed.
• Send minutes to staff.
• Participate in board discussion and votes.
• Work with the president to see that annual meeting minutes and year-end reports are filed with staff.