top of page

Information and Resources for the Position of Secretary:

Official Statement of Duties per ByLaws

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:

  • 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

©2019 by UHS Cross Country Parents Group, Inc.

This web page is run by the UHS Cross Country Parents Group, Inc. Please do not contact the coaches for any issues with the website. The main form of communication from coaches will continue to be email.  We will do our best to try to maintain and update information.

bottom of page