District Board Officer - Secretary
June 20, 2011
District Twenty-Two
Organization of Bridge Units, Inc.
Board Officer Description
Secretary
The Secretary is an Officer of the Board and is elected by the Board of Directors. While the
Secretary is responsible to the Board of Directors, his/her communication interface away from
board meetings is the President.
Overview
The Secretary keeps the records of the District and the minutes of its meetings. After approval by
the Board of Directors the Secretary submits the minutes to the District Webmaster for posting on
the District website. The Secretary keeps the District seal and affixes it to such papers and
instruments as may be required in the regular course of business. The Secretary corresponds with
other organizations and provides notices as necessary in the normal course of District business.
The Secretary conducts the annual election for Area Representatives to the District Board of
Directors.
Duties and Responsibilities
Duties and responsibilities of the Secretary include but are not limited to the following:
 Prepare the agenda for each board meeting as directed by the President
 Sends notification of meetings to all board members.
 Attend each meeting and record all activities including old and new business, board
motions, etc.
 Writes and distributes the board minutes for review and approval at the subsequent board
meeting.
 Maintains a complete file of all correspondence and informs the board of any
correspondence and the results or status of that correspondence.
 Conducts District Elections
 Submitted approved minutes to the District Document Repository Monitor for inclusion
in the District Document Repository
 Maintains an up-to-date list of Board members' names, addresses and contact
information. Distributes to each member of the Board.
 Is custodian of the corporate seal
 Acts as the Electronic Point of Contact for the District board
 The Secretary performs additional duties as assigned by the President and Board of
Directors.
 The Secretary is responsible for revising this position description and the Secretary
Handbook in a timely matter as necessary. Revised documents must be submitted to the
District Librarian for inclusion in the District Document Repository. The Secretary
Handbook can be found in the District Master Repository in the following directory:
Process & Procedures\Hand Books & Support Documents\Handbooks
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