Board of Directors / SECRETARY / Date Revised: 01/23/17
Created:
#BD-0036 / Job Description / Date Reviewed: 01/23/17
PREFERRED SKILLS:
• Proficient in Microsoft Word
• Good written communication skills and proper use of English grammar
PRIMARY DUTIES OF THE SECRETARY ARE:
Keep accurate minutes of all meetings of the association, including:
• Regularly scheduled board meetings.
• Executive committee meetings including those conducted by telephone or e-mail requiring a formal decision.
• Prepare the motions for the Annual Meeting and select Delegates to make and carry out the motions at the Annual meeting of delegates in December.
THE SPECIFIC DUTIES:
The meeting minutes should be typed and sent to the President no later than 10 days after each meeting for approval and return. Immediately upon approval, the Secretary will make any necessary changes and send the finalized minutes to all Board members prior to the next Board meeting.
During the year and upon request, the Secretary will send copies of the year-to-date Board-approved motions to all Directors. The office maintains a permanent office copy of all minutes and Board reports.
In October, the office will prepare the Letter of Invitation for the annual meeting for the President’s approval. This letter will be e-mailed to all Captains inviting the Captains, Delegates, and Alternates. It will be sent under the Secretary’s signature. The office will e-mail these invitations one month before the meeting.
The Secretary will, in preparation for the annual meeting, prepare motion statements, requested by the President, to be passed out to the delegates chosen to make and second motions. Prior to the start of the Annual Meeting, the Secretary will seek out Delegates and request that they participate in one of the motion processes. A sheet containing the motion or second will be given to each Delegate with verbal instructions as to what they are to do. (See example below).
Other duties as required.
MOTION #1
MOTION FOR ACCEPTANCE OF WRITTEN NOTICE OF QUORUM PRESENT
Please respond with the following:
My Name is______, from (Club Name)______
“I move that we accept this written notice of a quorum present and dispense with the roll call.”
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SECOND TO THE MOTION FOR ACCEPTANCE OF WRITTEN NOTICE OF QUORUM:
Please respond with the following:
My Name is______, from (Club Name)______
“I Second the Motion”
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MOTION #2
MOTION FOR DISPENSING WITH THE READING OF THE MINUTES AND APPROVING THEM AS PRESENT:
Please respond with the following:
My Name is:______, from (Club Name)______
“I move that we dispense with the reading of the Minutes of the YYYY WGANC Annual Meeting and that they be approved as presented”.
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SECOND FOR DISPENSING WITH THE READING OF THE MINUTES AND APPROVING THEM AS PRESENT:
Please respond with:
My Name is______, from (Club Name)______
“I Second the Motion”
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Motion #3
MOTION FOR NOMINATION OF NEW DIRECTORS:
Please respond with the following:
My Name is:______, from (Club Name)______
“I move that the list of nominees be accepted and that the candidates name be elected Directors of the Association.”
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SECOND FOR NOMINATION OF NEW DIRECTORS
Please respond with the following:
My Name is:______, from (Club Name)______
“I Second the Motion”
Secretary 012317 Page 3 of 3 Directors Manual/Job Description