This position is a director position as required by the the SKABC Constitution. Below is a detailed description of the duties of the club Secretary.
Executive Meetings
- Two weeks in advance of each executive meeting, the secretary emails notification of the upcoming meeting and requests that suggestions for agenda items be submitted to the secretary no later than 1 week in advance of the meeting.
- After receiving the new items for the agenda, the secretary prepares a draft agenda based on unfinished business from the previous meeting and the new items received from executive members.
- The secretary emails the draft agenda to the president.
- For virtual meetings, the secretary obtains a link to the meeting.
- The president reviews and modifies the agenda and emails it directly to all executive members. Executive members should receive the agenda at least one day prior to the meeting but, preferably, at least three days prior.
- The secretary sends a reminder of the executive meeting 2-3 days before the meeting. This should include the meeting link for virtual meetings and the agenda if it has been finalized but not sent already.
- The secretary records the minutes of the executive meeting, including all attendees.
- At the executive meeting, additional items may be added to the agenda, at the discretion of the executive members attending.
- After the meeting, the secretary sends a draft of the minutes to all executive members to review and requests that any errors and omissions be reported to the secretary within one week.
- After receiving comments, the secretary amends the minutes.
- The secretary sends the final version of the minutes to all members of the executive.
- After approval of the minutes by the executive (normally at the next meeting), the web manager posts the minutes on the SKABC website.
Directors Meetings
- A directors meeting may be called by the president or any two directors, usually for specific purposes.
- The duties of the secretary with respect to a directors meeting are similar to those for executive meetings, except that the secretary would not solicit additional agenda items, unless the initiators of the meeting so requested.
- If a confidential matter is discussed by the directors, the subject should be included in the minutes but no confidential details. If no decision is made, little information need be reported.
Club Meetings (except AGM)
No duties.
Annual General Meeting
- About 1 month in advance of the AGM, the secretary requests that annual reports be submitted to the secretary 1-2 weeks prior to the AGM.
- Three weeks in advance of the AGM, the secretary emails notification of the AGM to all members. Include any extraordinary resolutions in the notice. The procedure for emailing all members is described on the SKABC website under Exec: Website Procedures: Sending an Email Blast. By law, members must be given at least 2 weeks notice of the AGM.
- At least one week prior to the AGM, the secretary prepares a draft agenda and emails it to the president.
- The president reviews and modifies the agenda and sends it back to the secretary.
- The secretary assembles the reports and agenda and sends them to the web master, who posts them on the website.
- About 3 days prior to the AGM, the secretary emails a reminder of the meeting to all club members and, if it is a virtual meeting, a link to the meeting.
- The secretary records the minutes of the AGM.
- After the meeting, the secretary sends a draft of the minutes to all executive members to review and requests that any errors and omissions be reported to the secretary within one week.
- After receiving comments, the secretary amends the minutes.
- The secretary sends the final version of the minutes to all members of the executive.
- The web manager posts the minutes on the SKABC website labeled as a draft.
- After final approval of the minutes at the next AGM, the web manager re-posts them on the SKABC website with the draft label removed.
This is a new proposed Executive role. The description below is under development.
- Attend monthly Executive meetings over Zoom paying attention to where our Executives need more support and initiate recruitment of volunteers.
- Chair Nominations Committee in September. Speak with current Directors and Executives about continuing in their roles. Ask in what ways they need support or if they are stepping down. Guide committee in recruiting volunteers for available positions using spreadsheet of members' volunteer preferences and their experience. With committee, propose a slate of nominees for the Annual General Meeting.
- Chair Silver Paddle and Orca Award Committee in October. Call for nominations from Executive for the Silver Paddle and from club members for the Orca Award. Choose and purchase the awards. Present awards at the Annual General meeting in November.
- Arrange for a short speech or other acknowledgement for an annual Volunteer Appreciation event.
- Liaise with Executive members – particularly the Training and Trips Officers – to find ways to develop, support and motivate volunteers. A suggestion for 2025 is to organize a skill development opportunity for leaders and instructors.
