Secretary Sierra Club Executive Committee
Responsibilities May Include:
Record the minutes in an accurate, understandable manner, reflecting the essence of discussion, including motions and votes. Attend all executive committee meetings.Send out minutes to the executive committee for review. Update in time for the next executive meeting’s vote to approve. Keep a binder of approved meeting minutes.One week prior to the executive committee meeting, resend the previous minutes and in particular the action items from the previous meeting.
Maintain records of the chapter or group. Maintain a copy of the Club, chapter and group bylaws and have a copy available for reference at each meeting. Maintain a permanent file of bylaws, minutes, policy resolutions, chapter papers, reports and correspondence, and pass the file on to your successor. Oversee updating of the inventory of chapter property. Work with Archivist.
Advise the chapter or group on its formal responsibilities to the Club and to the membership, and help to assure that those responsibilities are carried out. Work with the Council delegate to keep informed of national policies and changes that affect chapter operation, and inform the chairs and secretaries of groups and other entities in the chapter of policies and changes that affect their operation.
Work closely with the chair, advising on meeting agendas and assisting with the conduct of executive committee meetings. Keep executive committee and committee leader lists current. Report group and At Large delegates attendance to Executive committee. Maintain the executive committee listserv, adding or removing executive committee members when appropriate.
Work with the nominating and elections committees to assure annual and special elections are carried out properly. The secretary has the ultimate responsibility for assuring ballot materials information is correct. Inform candidates in writing of the election results and work with chair to inform the candidates and executive committee members of the results of the outcome of the election.
Recording, formatting, sending and correcting the minutes requires about 4-6 hours a month. Elections occur once a year and may require 2-4 hours of work. Training replacement and working with staff and other volunteers such as the Treasurer may require additional indeterminate time.