Chapter Secretary
Position Summary:
Reporting to the Chapter President and the Chapter Board of Directors and in
conjunction, the Secretary carries out various governance functions for the Chapter
Board of Directors.
Requirements:
Must be an HRPA member in good standing and affiliated the Chapter as their Primary
chapter. Must be able to attend one Board meeting each month, at least one Chapter
event, spend at minimum 2-3 hours per month preparing minutes, distributing same to
Board and be available as required for ad hoc calls/correspondence.
Reports to:
The Chapter Secretary/Elections Officer reports to the Board of Directors and Chapter
President and is elected by voting members of the Chapter.
Primary Responsibilities: (The essential duties of the position)
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Provides the notice of meetings for the Board and committees of the Board when
such notice is required;
record the minutes of all Chapter Board meetings, Annual Business Meetings, as
well as the minutes of any committees to which the Secretary is assigned,
making sure that all actions are duly noted;
Ensures distribution of minutes to participants
In consultation with the Chapter President, prepares and circulates to Board
members the Agenda for the Board and Annual Meetings in advance of the
meetings;
Collects Committee reports and Agenda items from Committee Chairs for all
Meetings;
Notifies the Communication Committee Chair of up-coming meetings, so that the
Communication Committee can inform all members;
Checks that a quorum exists during all meetings;
Signs off on all Minutes produced;
Ensures attendance records are captured;
Ensures that the minutes and reports of all Board, ABM and Committee meetings
are included in the official records of the Chapter.
ensure minutes are distributed to members within fourteen (14) days after each
meeting;
make certain that the records of the Board and its committees are kept in good
order and ensure the effective management of HRPA’s records;
keep a record of all policies approved by the Board;
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maintain and monitor annual calendar of important dates for HRPA;
ensure that the records of the Board and its committees are kept in online portal;
maintain sufficient familiarity with requirements pertaining to Chapter Operating
Terms to note applicability during meetings;
perform such other duties as may be assigned from time to time by the Board;
and
provide advice on Robert’s Rules of Order.
Secondary Responsibilities: (Responsibilities/important duties performed occasionally
or in addition to the essential duties of the position)
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Writes any letters, as required by the President or members at a meeting, in
order to communicate Board decisions;
Prepares, in the fall of every year, a list of meeting dates for the coming year,
books the meeting rooms and communicates this information to Chapter
President, Board members, and Communication Chair.