Editing Board of Directors/Secretary/Job Description

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== Document status ==
== Document status ==
{{Job description/Status}} <!-- Don't remove this line -->
{{Job description/Status}} <!-- Don't remove this line -->
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This document is APPROVED. It was adopted by the Board of Directors at the February 17, 2015 board meeting.
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This document is a DRAFT, which has not yet been approved by the Board of Directors.
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It can be changed at any board meeting.
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<!--
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See the {{subpage|Draft}} update.
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-->
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== Position description ==
== Position description ==
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{{Job description/description}} <!-- Don't remove this line -->
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The Secretary
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The Secretary ensures that accurate minutes are recorded at each Board meeting.
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* ensures that accurate minutes are recorded at each Board meeting.
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* Sends out meeting notices, prepares agendas
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* and distributes correspondence from the Board.
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Documents prepared must meet legal standards required.
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Sends out meeting notices, prepares agendas
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The Secretary is a Voting Member of the board.
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and distributes correspondence from the Board.
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At annual elections, the position of Secretary may be combined with that
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of Treasurer. If that is done the Secretary Treasurer gets only one vote.
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Documents prepared must meet legal standards required.
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Voting Member
== Responsibilities ==
== Responsibilities ==
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{{Job description/Responsibilities}} <!-- Don't remove this line -->
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The Secretary makes sure that the records of the society are properly kept.
 
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Normally, the actual work is delegated to the Administrator, but when the Administrator is unable to do so, the Secretary directly records and maintains the records.
 
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* To the degree required by Alberta law, assume shared legal responsibility for the actions of the organization. To protect the board member, the organization maintain Officer and Director Errors and Omissions insurance and an agreement with the province the limits conditions under which the society can be successfully sued.
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Records date, time, locations, list of present and absent,
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* Oversees the work of the Administrator as it relates to the responsibilities of the Secretary
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items discussed, reports presented,
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* Records minutes of board meetings and any meetings of the membership: date, time, locations, list of present and absent, items discussed, reports presented, motions presented & description of their disposition.
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motions presented & description of their disposition.
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* Makes sure the minutes are recorded in the corporate records.
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* Custodian of the records.
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* Makes sure that an up to date list of bylaws and policies are available at all meetings and to the members.
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In the absence of the President or Vice President, calls meetings to order, etc.
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Makes sure the minutes are recorded in the corporate records.
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(or if a position is vacant will preside as a temporary chair person).
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== Knowledge, Skills, Abilities, Time ==
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Custodian of the records.
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Makes sure that an up to date list of bylaws are availableat all meetings and to the members.
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Absence of the President or Vice President calls meetings to order, etc.
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(or if a posititon is vacant will preside as a temp. chair person)
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== Knowledge, Skills, Abilities ==
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{{Job description/Abilities}} <!-- Don't remove this line -->
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Time:
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Excellent English/writing skills
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* expect to contribute approximately 3 hours each month
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* when combined with the [[Treasurer]] position, the total would be 6 hours each month, because you don't need to attend the board meetings twice
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familiar with record keeping and regulations that the board might be subject to.
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Knows the bylaws.
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Organizational skills.
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Familiar with the organization they are involved with.
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Required:
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Experience with word processing or computer program to submit & record minutes.
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* Excellent English/writing skills
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* familiar with record keeping and regulations that the board might be subject to.
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* Knows the bylaws.
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* Familiar with the requirements of the Alberta Societies Act
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* Organizational skills.
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* Familiar with the organization they are involved with.
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* Experience with word processing or computer program to submit & record minutes.
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Knowledge of spreadsheet and accounting procedures.
== Resources ==
== Resources ==
{{Job description/Resources}} <!-- Don't remove this line -->
{{Job description/Resources}} <!-- Don't remove this line -->
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* Officer's Errors and Omissions liability insurance coverage
 
* Staff Administrator
* Staff Administrator
* Board
* Board
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* wiki
 

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