Secretary- Roles and Responsibilities
Updated September, 2017
As outlined in our bylaws:
3.3. Secretary
The Secretary shall keep minutes of congregational meetings and meetings of the Board. The responsibilities of the Secretary shall include, but not be limited to:
3.3.1. Reviewing and ensuring that all official minutes of the Board meetings and of congregational meetings are recorded accurately, distributed, and made part of the official record available to members of the Congregation;
3.3.2. Determining the presence or absence of a quorum at each congregational and Board meeting; and
3.3.3. Maintaining a permanent record of Board proceedings, including minutes, agendas and attachments;
3.3.4. Maintaining up-to-date Governing Policies, Bylaws and other documents designated as official by the Board of Trustees [and assuring that the most recently approved bylaws and governing policies are distributed to the Board and Staff and are available to the congregation on the UUAA web site.]
3.3.5. The Secretary shall review and approve an updated membership roll at least two and no earlier than four months prior to the annual congregational meeting held in the spring.
Other expectations include:
Overseeing timely distribution of documents needed for Congregational Meetings (preparing minutes or other Board documents and reminding others to submit documents to the office administrator.
As part of (3.3.4) above, assuring that the most recently approved bylaws and governing policies are distributed to the Board and Staff and are available to the congregation on the UUAA web site.
Assuring that the Board meeting schedule and roster are up to date on the UUAA web site.
Overseeing the document structure and archiving strategy of the Board's electronic documents. Adding and removing permission to access Board documents at the beginning of each Board year.
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