Job Description - Secretary

It is a very convenient if the secretary has a laptop computer which he or she can take to Executive meetings.

During the Year

Attend all Executive meetings, including the Fall Retreat, Midwinter Friday evening and the May meeting at the school and take minutes.

Distribute the minutes, by email where possible, to all members of the Executive, the Program coordinators as well as any Northfielders who request them.

The secretary may also take minutes for the program meeting if he or she is willing to do so.

NB: It is very useful when writing up the minutes if color font is used to highlight the jobs assigned to Executive members. Also, It is helpful to follow up the minutes a couple of times a year with a Tickle List that lists only the highlighted jobs as a reminder to the Executive.

At the Conference

Attend the daily breakfast meetings of the Executive and take notes. Provide the executive members with information concerning things they need to do as and when necessary.

Prepare minutes of these meetings at the end of the conference.

Bring a small number of paper copies of the last year's AGM minutes to the AGM. Normally the reading of these minutes is waived but be prepared to read them if requested.

Take minutes of the AGM.

Storage and Conservation:

The secretary should print out and keep the current minutes in a binder and bring them to all meetings for reference. The binder should include any reports submitted by executive and program members (i.e. financials, reports on the June evaluations,...). At the end of the year or when the secretary passes the job on to someone else, it is a good idea to put the minutes on a CD which can then be passed on to the next secretary.

The minutes can be done using Word, AppleWorks or other program and attached to the emails sent out. It is also a good idea to send the minutes out in the body of the email for those who have older machines and can't read the attachment.