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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This document is APPROVED.
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It was adopted by the Board of Directors at the October 7, 2014 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 ==
{{Job description/description}} <!-- Don't remove this line -->
{{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.
* ensures that accurate minutes are recorded at each Board meeting.
* Sends out meeting notices, prepares agendas
* Sends out meeting notices, prepares agendas
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The Secretary is a Voting Member of the board.
The Secretary is a Voting Member of the board.
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At annual elections, the position of Secretary may be combined with that
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At annual elections, the position of Secretary may be combined with that of Treasurer.
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of Treasurer. If that is done the Secretary Treasurer gets only one vote.
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If that is done the Secretary Treasurer gets only one vote.
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== Responsibilities ==
== Responsibilities ==
{{Job description/Responsibilities}} <!-- Don't remove this line -->
{{Job description/Responsibilities}} <!-- Don't remove this line -->
The Secretary makes sure that the records of the society are properly kept.
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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Normally, the actual work is delegated to the Administrator,
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but when the Administrator is unable to do so,
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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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the Secretary directly record and maintains records.
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* As a board member, assume shared legal responsibility for the action of the organization
* Oversees the work of the Administrator as it relates to the responsibilities of the Secretary
* Oversees the work of the Administrator as it relates to the responsibilities of the Secretary
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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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* 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 thir disponition.
* Makes sure the minutes are recorded in the corporate records.
* Makes sure the minutes are recorded in the corporate records.
* Custodian of the records.
* Custodian of the records.
* Makes sure that an up to date list of bylaws and policies are available at all meetings and to the members.
* 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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In the absence of the President or Vice President calls meetings to order, etc.
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(or if a position is vacant will preside as a temporary chair person).
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(or if a posititon is vacant will preside as a temporary chair person)
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== Knowledge, Skills, Abilities ==
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== Knowledge, Skills, Abilities, Time ==
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{{Job description/Abilities}} <!-- Don't remove this line -->
{{Job description/Abilities}} <!-- Don't remove this line -->
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Time:
 
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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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Required:
 
* Excellent English/writing skills
* Excellent English/writing skills
* familiar with record keeping and regulations that the board might be subject to.
* familiar with record keeping and regulations that the board might be subject to.
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* Familiar with the organization they are involved with.
* Familiar with the organization they are involved with.
* Experience with word processing or computer program to submit & record minutes.
* Experience with word processing or computer program to submit & record minutes.
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== 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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