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