Secretary Job Description
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The duties of the Secretary shall include:
- Serving on the Executive Committee.
- Keeping copies of the organization's bylaws and the Board's policy statements.
- Keeping lists of officers, Board Members, committees and General Membership.
- Notifying Board Members of meetings.
- Keeping record of Board attendance.
- Noting when quorum is reached and noting attendance, absences and regrets.
- Keeping accurate minutes of meetings.
- Recording all motions and decisions of meetings.
- Recording all corrections to minutes.
- Keeping copies of minutes of both Board and committee meetings.
- Once the minutes are finalized, the secretary notifies the board members
- Signing Board minutes and corrections to confirm their accuracy.
- Making the minutes and records of the organization available to any member Bike Edmonton upon receipt of 48 hours notice.
- Receiving and reading all mail correspondence (physical and electronic) and brings it to the attention of the appropriate officer.
- Conducting general Board correspondence.
- Keeping records of all Board correspondence.
- Creating new Board member e-mail and wiki accounts in consultation with the executive director.
- Keeping the Seal of the Society.
- Filing the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry.
- Making sure members are notified of General Meetings.
- In the absence of the Chairperson and Vice-Chairperson, chairing Board meetings until the election of an alternate Chairperson.
- Orienting the new Secretary.
Dates of Effect
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