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Volunteer Secretary for CMCA

The secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the board’s business was conducted. In order to fulfill these responsibilities, and subject to the organization’s bylaws, the secretary records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfills any other requirements of a director and officer, and performs other duties as the need arises and/or as defined in the bylaws.

Duties & Responsibilities:
  • Attends all meetings of the Association, the Board and the Executive Committee
  • Serves on the Executive Committee
  • Maintains copies of the organization’s bylaws and the board’s policy statements
  • Maintains lists of officers, board members and committee members
  • Brings official minute book to meetings
  • Maintains record of board attendance
  • Confirm each Board Member is a member in good standing prior to each monthly Board Meeting
  • Ensures a quorum is present at board meetings and AGM’s
  • Records all motions and decision of meetings
  • Signs Board minutes to attest to their accuracy
  • Records all corrections to the minutes
  • Maintains copies of minutes of both board and committee meetings
  • Distributes copies of minutes to board members
  • Acts as a signing officer for cheques, payments and other documents
  • Files the annual return, amendments to the bylaws and other incorporating documents with the Corporate Registry
  • In the absence of the president and vice president, chairs board meetings and the AGM
  • Maintain the organization’s Master Calendar of important dates, including: Financial year end (May 31st), deadline for AGM according to bylaws, when to advertise AGM according to bylaws, when Annual Return/GST etc is due

Please email if you are interested in joining the Copperfield-Mahogany Community Association as our Secretary.

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