POSITION TITLE: Secretary
BASIC FUNCTION:
- To accurately and succinctly record all actions taken at any business meeting of the AIS Board of Directors.
REPORTING RELATIONSHIPS:
- He/she is elected by and responsible to the Board of Directors.
MAJOR FUNCTIONS:
- To keep the records of the proceedings of The American Iris Society and carry on the correspondence
- To mail notices of meetings and have charge and custody of AIS books and papers except those relating to AIS financial affairs
- To draw written orders for the payment of AIS expenses by the Treasurer, with such orders Signed by the Secretary and countersigned by the President and/or First Vice President
- To be the custodian of the official seal of The American Iris Society.
- To make an annual report to the AIS Board of Directors.
SPECIFIC RESPONSIBILITY AND AUTHORITY:
- To receive and respond to all correspondence (including electronic) that is directed to the Secretary and/or send it on to the appropriate person.
- To monitor any/all e-mails concerning AIS matters and copy and catalog information to the various files (e.g., new/old agenda items for the next Board of Directors meeting.)
- To prepare vouchers for payment of bills received from various
- Committee Chairmen and send to President for approval and then on to Treasurer for payment. Maintain file copy.
- To prepare and make deposits of funds received from Committee Chairmen. (Membership, Advertising Manager, and Secretary of Donations receive and deposit their respective funds.)
- Maintain a file copy of deposit slip(s).
- Maintain a file copy of each check received.
- Prepare a list of all checks received, send copy to Treasurer, maintain file copy.
- To maintain an adequate supply of office supplies and official AIS stationery.
TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:
-
6 to 8 weeks before the Spring or Fall Meeting of the Board of Directors
- Prepare 'short agenda' (bare outline) to be sent to all Officers, Directors and Committee Chairmen.
- Confer with the President on items to be included on the 'long agenda' and in the meeting announcement packet.
-
4 weeks before the Spring or Fall Meeting of the Board of Directors
- Distribute meeting announcement packet containing:
- a. Invitation to attend
- b. Committee reports expected (number of copies, etc.), and deadline for receipt of reports by the Secretary
-
2 to 3 weeks before the Spring or Fall Meeting of the Board of Directors
- Prepare 'long agenda' and consult with President and Recording Secretary for any needed corrections, additions or deletions.
- N.B. The long agendas for the Spring and Fall meetings are different in format.
- Prepare fifty (50) copies of the final 'long agenda' and of any reports received from Officers and Committee Chairmen.
- Communicate the meeting set-up needs to the meeting liaison.
- Mid-April to Mid-May: Spring Meeting of the Board of Directors November (first weekend): Fall Meeting of the Board of Directors. Have available the following materials:
- a. Copies of the 'long agenda'
- b. A copy of the minutes from the last meeting
- c. Copies of all reports already received
- d. 3-ring paper punch
- e. Determine that the meeting room setup is adequate.
- f. Distribute the meeting packets for Officers and Directors.
- g. Supply documents to the President as needed.
- h. Monitor the utilization of time for discussions, etcImmediately after the Spring or Fall Meeting of the Board of Directors
- Take care of any correspondence, etc., as delegated by the Board
- Mid-August
- Contact host of Fall Board Meeting to determine information for
that meeting.
- Mid-September
- Prepare and distribute the information packet for the Fall Meeting to Officers, Directors, Committee Chairmen, RVPs, and Section Presidents
- a. Invitation to attend
- b. Hotel information along with transportation information
- Registration fee (meals) where applicable
Topic revision: r1 - 30 Oct 2011, RPries