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Information and Resources for the Position of Secretary:

Official Statement of Duties per ByLaws

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Secretary.  The Secretary shall (a) keep and preserve or cause to be kept and preserved the records, books, and papers of the Corporation; (b) prepare and keep the minutes of the meetings of the Board; (c) see that all notices are duly given in accordance with the provisions of these Bylaws or as required by law; (d) authenticate records of the Corporation; (e) perform such other duties as may be prescribed for the Secretary by the President or the Board such as maintaining the team roster with contact information.

Duties:

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  • Maintain Parent Group E-mail:

    • ​File e-mails in sub folders for record keeping purposes​​

    • Maintain and update Group Labels (how G-mail creates groups) for the team (athletes and parents)

    • Maintain and update a Group Label for the Board and Executive Committee

    • Answer or direct e-mails to the appropriate person for resolution

  • Send notices of meetings to Board and Team 

    • June Meeting (During three week practices) and December Meeting (1st week)​

  • Create meeting agendas prior to meetings

  • Keep minutes

    • See ByLaws for information which must be included​

    • Have minutes signed by one Board member and yourself (Secretary)

    • Add minutes file to Google Drive section

    • E-mail team a generalized edition of the minute

  • Maintain Conflict of Interest documents for the Board

  • Maintain Website

    • Add/Alter meet schedule​ on XC sign-in page 

    • Update Google Calendar with meet schedule

    • Post Ed's weekly practice e-mail to the Cross Country page

    • Update Google Calendar with practice schedule

    • Add news articles as appropriate

    • Add team photos

    • Upload minutes and Board information when needed

    • Maintain meet information 

  • Keep records for historic purposes

  • Affect changes of address on official documents when necessary

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