Secretary - Board of Directors (Elected)

Job Description

Secretary - Board of Directors (Elected)

Position Description

Position: Secretary - Board of Directors (Elected)

Location : Stanley Park Community - 505 Franklin Street N. Kitchener, Ontario

Purpose of Position: To record all minutes and compile action items for the Stanley Park Community Association

Liaises With: Board of Directors, Program Committee, City of Kitchener

Duties and Responsibilities:

Attend all SPCA Board and Program meetings, prepared to take minutes (this includes bringing a copy of the action items and last meeting’s minutes)

Compile, update and communicate all action items to Board Members/SPCA Volunteers at each meeting and follow up with items until completed/resolved

Provide relevant information, ideas and opinions as a member of the Board at meetings

Record the minutes at each meeting, type and distribute to members/volunteers, usually by email (or by leaving a hard copy at the Centre) within one week of meeting

Notify members of the next meeting date, time and place (this can be done in the minutes)

Keep an accurate set of minutes, newsletters and documentation in a labelled Minutes binder

Maintain and update the motions binder

Complete government remittance forms for Incorporation and mail as required, sending changes in directors’ information within 10 days of change

Arrange for a replacement if unable to attend a meeting and let the President know in advance

Attend monthly SPCA Program meetings as a silent member, record minutes and distribute within one week of the meeting

Update SPCA By-laws, and other typed information as required

For the October Board Meeting, prepare a tentative Slate of Nominations and a permanent one for the Annual General Meeting

One month prior to the Annual General Meeting, prepare a list of amendments to the SPCA By-laws, Policies & Procedures and circulate it with the minutes of the September meeting

Prior to the Annual General Meeting, work with the Publicity Lead/Publicity Coordinator to prepare a public notification for posting and copying

It is your responsibility as the outgoing Secretary to orient the new Secretary of you duties and responsibilities

Other duties as may be required, from time to time

Low - Position to record and manage meeting minutes and maintain action items

Time Commitment:

Attend monthly board meetings (Third Tuesday of the month from 7-9 pm)

Attend monthly program meetings (Second Tuesday of the month from 7-9)

Approximately 5 hours a month to prepare and email meeting minutes, compile and communicate action plans and develop agendas

Qualifications:

Excellent organisational, computer and communication skills

Previous experience as a Secretary is an asset

A desire to serve the community in an important function

A team player willing to take responsibility

Mandatory attendance at monthly Board meeting and program/event meetings throughout the year

Training and Professional Development:

Basic Health and Safety, AODA, Facility Tour and evacuation training provided

Training and orientation will be provided by the Volunteer Engagment Manager or outgoing Secretary (if possible) within 8 weeks of acceptance of the position

Supervision and Accountability:

Regular check-ins to monitor position tasks

Formal supervision will occur every three months, or sooner if requested

An excellent way to meet and work with others, while contributing to your community

Opportunities to attend workshops, meetings and other training sessions pertaining to the position

Two complimentary programs at the SPCC, per session

Invitation to annual appreciation socials

Three references checked (minimum one professional)

Clean Police Criminal Record Check required

For More Information Contact the Stanley Park Community Association