Secretary - Clover Sites



SecretaryPositionThis job description is for a secretary of a board or committee of the United Church of Christ in New Brighton.PurposeThe secretary of a board/committee is responsible for recording complete minutes of their meetings. Board/committee minutes serve three purposes - to record the business of the board/committee:For the current members so they know what has happened/what will happen.For the members of other boards and committee so that communication is facilitated and opportunities for collaboration are identified.For future members so they can understand the history of the board/committee and its actions and accomplishments.Therefore, the minutes should:List the full names of the persons attending the meeting.Clearly state the major events, actions, and decisions of the meeting, the responsibilities completed, and who completed them.State future tasks of the board/committee and who is responsible for completing those tasks.List the date and time of the next meeting (if known).Type of WorkThe secretary of a board/committee will provide a readable copy of the minutes to the church office secretary. The minutes may be handwritten, printed, or in electronic form.Term of the PositionThe secretary of a board or committee serves a one-year term, May through May. She or he is either elected by members of the board/committee or volunteers for the position.Expectations1.The secretary should maintain a file of minutes from the previous five (5) years. (Files can be stored in the church office, if necessary.)2.In order to record minutes, all necessary materials and minutes from the previous meeting should be with the secretary.3.The secretary should have the ability to record the committee’s actions and decisions accurately.4.The secretary is expected to attend each committee meeting.5.If the secretary is unable to attend a meeting, she or he should notify the chairperson in advance, if possible.6.The secretary should have adequate time to arrange for the preparation of the minutes.7.The secretary is expected to submit the minutes to the church office secretary per these guidelines:Submit readable handwritten, printed or electronic minutes at least ten (10) days before the next board/committee meeting so they can be prepared and mailed to members with the meeting agenda.If the board/committee secretary prepares copies and distributes them at the next meeting, she or he must submit two copies of the minutes to the church office secretary for the church files. It should be clear to the church office secretary that these are file copies, and are not to be reproduced.8.Any mistakes in the previous meeting minutes should be noted in the minutes of the current meeting.Relationship with Leadership and Staff1.The chairperson may be consulted regarding any questions about the minutes or for clarification of anything discussed during the meeting.2.The lead 7/11/2014minister and the associate minister are resource persons who can be contacted for assistance, advice, or suggestions for doing the secretary’s job.3.The church office secretary is available to type and reproduce minutes. (See #7 above) The church office secretary can also provide the requirements for producing ready-to-copy minutes. ................
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