Board Secretary Job Description
Assembled by Carter McNamara, PhD, Free Management Library, www.managementhelp.org
The following includes position descriptions for board members in general, as well as specifically for the board chair, vice chair, secretary, treasurer and committee chair. These are good starting points and can be modified to fit an individual organization’s needs.
- Is a member of the Board
- Maintains records of the board and ensures effective management of organization's records
- Manages minutes of board meetings
- Ensures minutes are distributed to members shortly after each meeting
- Is sufficiently familiar with legal documents (articles, by-laws, IRS letters, etc.) to note applicability during meetings
OFFICERS: SECRETARY
1.0 Purpose
1.0 This practice describes the key responsibilities of the Secretary of the Organization.
2.0 Scope
2.1 The role of the secretary is to keep the minutes of each board meeting and distribute them to the Board. The Secretary also keeps an updated version of the Bylaws.
3.0 Responsibilities
3.1 Minutes
3.1.1 The minutes of each Board meeting will be delivered to the Chairman and the President for review. After their review, the President will distribute them to the entire board. This will happen no later than two (2) weeks following the meeting.
3.1.2 Information packages, prepared for each board meeting, will include a copy of the preceding meeting's minutes.
3.1.3 Both the Secretary and the Chairman will maintain a file of all Board meeting minutes.
3.1.4 The Secretary will be sufficiently familiar with legal documents (articles, by-laws, IRS letters, etc.) to note applicability during meetings
3.2 Bylaws
3.2.1 The Secretary will make the necessary changes to the bylaws following board meetings and send them to the President for distribution to the Board and membership.
3.2.2 Current Bylaws will be available to be provided to prospective members.
3.2.3 Both the Secretary and the President will have updated sets of Bylaws on hand and available.