Position Title: Secretary

Authority

  • The board of directors is the legal authority for the community league.

Term of Office

  • Term of office is unlimited.

General Duties/Requirements

  • A director is expected to be fully informed on community league matters and participate in discussions and decisions in matters of policy, finance, programs, personnel and advocacy.
  • Commit to the work of the organization.
  • Review the board’s conduct and monitor its performance to ensure compliance with bylaws and policies.
  • Speak positively of the league and assist in developing and maintaining positive relations among the board, committees and communities to enhance the league’s mission.
  • Orient new board members.
  • Prepare for and arrive on time for all required meetings.
  • Develop, monitor, review and approve all policies and other recommendations received from the board, its standing committees and staff.
  • Review the bylaws and recommend changes to the membership.
  • Participate in the development of the league’s organizational plan, annual review and budget.
  • Approve the budget and other financial matters.
  • Prepare and present required reports at board meetings.
  • Prepare and present an annual report at the annual general meeting.

Responsibilities

  • Keeps copies of the bylaws, minutes and other documents.
  • Keeps lists of Directors, committees and general membership.
  • Notifies board members of meetings and includes agenda, noting items that need special preparation.
  • Records all minutes during board and general meetings.
  • Files correspondence.
  • Ensures there is a quorum.
  • Records all motions and decisions of meetings.
  • Signs minutes to attest to their accuracy.
  • Distributes copies of minutes to directors and posts minutes online (if applicable) promptly after meetings (and at least 10 days before the next meeting).
  • Notifies members of general meetings.
  • Files the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry.
  • In the absence of the chairperson and vice- chairperson, chairs board meetings until the election of an alternate chairperson.
  • Archives league records.
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