Secretary
Role Statement
The Secretary works collaboratively with the President to support the Board in fulfilling its fiduciary responsibilities. The Secretary reports regularly to the President and Board on relevant issues as required.
The Secretary is a voting member of the OC Board.
Responsibilities
The Secretary will:
Support the President in maintaining a high standard for Board conduct and uphold policies and the Bylaws regarding Directors’ conduct, with particular emphasis on fiduciary responsibilities.
Maintain a roster of the names and email addresses of the Members (Clubs), along with incorporation information.
Collect and distribute annually the contact information for OC Board members.
Ensure the proper recording and maintenance of Minutes of all meetings of the Board. Artificial Intelligence aids (AI) may be used to generate Minutes but these must be checked against notes taken by the Secretary to ensure accuracy.
Attend to correspondence on behalf of the Board, including enquiries from Clubs and Club members as required. Note that all correspondence must be signed by the President.
Have custody of all Minute books, documents, registers and the seal of the Corporation and ensure that they are maintained as required by law.
Along with Treasurer, ensure that all reports are prepared and filed as required by law or requested by the Board. Ensure that corporate government requirements are met including filing the annual T2 Tax return with Revenue Canada and updating the Ontario Business Registry.
Give such notice as required by the Bylaws of all meetings of the Board and Board committees.
Attend all meetings of the Board and Board committees (the latter if requested only).
Provide support to the President and Board in matters pertaining to assigned duties, and other matters as needed.
Note: Some responsibilities may be delegated: e.g. the keeping a roster of the names and email addresses of member Clubs, notice of AGM (the latter currently shared with Communications Chair), etc.
The Secretary is also:
a signing Officer of the Corporation
a member of the Finance Committee
General Duties:
Completes and circulates all OC Board Meeting and AGM Minutes, including revisions. Currently archives these on Dropbox and the Secretary computer thumb drive.
Maintains a contact list of the OC Board members and distributes this to OC Board as needed.
Works with President and other OC Executive Committees to ensure updates to Constitution, Bylaws, Financial and other Policies and Procedures are distributed and archived as required.
Prepares a list of meeting report due dates for OC Board for approval.
Is the Liaison between Standing Committee Chairs and venue to arrange necessary room set-ups and catering requirements for in-person Speaker Series events
Works closely with Treasurer in coordinating the attendee numbers and arranging payment for these events
Participates in and completes Minutes from any additional ad hoc Board meetings which may be held
Reviews and consults on financial issues raised with members of the Finance Committee as required
Performs other duties as may be identified/required by President or OC Board
WORK PLAN
August/September
Liaise with Standing Committee Chairs on requirements for first Speaker Series (in odd numbered years) and commence arrangements with venue and caterer.
Ensure all in place at venue at in-person Speaker Series
Other Duties/Preparation as Needed Late Fall to May
Works with President and all OC Board members to ensure notice and arrangements in place for AGM, including circulation of draft Minutes from prior AGM, report for the year
Obtains information on Club Anniversaries and Advocacy Recognition awards and prepares certificates for presentation at AGM or mailing to Clubs electronically and/or paper version as is preferred by Club.
Works with Finance Committee to review budgetary requirements for upcoming year in readiness for AGM.
Records Minutes for AGM in draft form
Archives all information as needed Post AGM
Adjusts timing of duties as needed for fall activities and any AGM action points completed
Arranges for proper transfer of information and mentorship for any new incoming Secretary when applicable