Board Secretary: Difference between revisions
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==Job Description== | ==Job Description== | ||
* Attend monthly board meetings (minimum 80%). | * Attend monthly board meetings (minimum 80%). | ||
* Reserve monthly board meeting location. Email meeting agenda and notice to board members every month. | |||
* Take attendance at each board meeting. | |||
* Record minutes of each monthly board meeting and distribute to each board member via e-mail before the next meeting. | * Record minutes of each monthly board meeting and distribute to each board member via e-mail before the next meeting. | ||
* Distribute general e-mails regarding announcements to the general membership. | * Distribute general e-mails regarding announcements to the general membership. | ||
* Send out Facebook/Instagram updates as necessary. | |||
* Receive newsletter articles from other board members by mid-April to create an annual initial newsletter and send out to the general membership through e-mail by late April or early May. | * Receive newsletter articles from other board members by mid-April to create an annual initial newsletter and send out to the general membership through e-mail by late April or early May. | ||
* Create and post election information in the clubhouse according to the timeline stated in the by-laws | * Create and post election information in the clubhouse according to the timeline stated in the by-laws. | ||
* Create and distribute ballots (email/post in the clubhouse) for annual elections in | * Create and distribute ballots (email/post in the clubhouse) for annual elections in August. | ||
* Keep all board, election, and other paperwork over the 2-year term. | |||
* Keep all board, election, and other paperwork over the 2-year term. | |||
* Send out Facebook | == Timeline == | ||
''January'' | |||
* Create e-mail distribution list for Board of Directors | |||
* Secure location for Board Meeting | |||
* E-mail meeting announcement and agenda to Board of Directors | |||
* Obtain login credentials for FFSC accounts | |||
** Gmail (fairway.secretary@gmail.com) | |||
** Instagram (@fairwayfarmsswimclub) | |||
** Word Press (website - fairwayfarmsswimclub.com/admin) | |||
** cPanel E-Mail (secretary@fairwayfarmsswimclub.com - forwarded to Gmail) | |||
** Wiki - Bylaws, Rules & Regulations (wiki.fairwayfarmsswimclub.com) | |||
** Yodeck - updating Lobby/Snack Shack screens | |||
* Review Facebook administrator privileges - remove previous / add new board members | |||
* E-mail meeting minutes to Board of Directors | |||
* Consider update from Board of Directors on social media | |||
* Review attendance of outgoing Board Members prior to dues assessment | |||
* Coordinate with membership regarding dues notice (e-mailed by Membership committee) | |||
* Communicate with membership about interest re: Empty Nest membership | |||
''February'' | |||
* Secure location for Board Meeting | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* Request newsletter content from Board of Directors for March newsletter | |||
* E-mail meeting minutes to Board of Directors | |||
* Consider update from Board of Directors on social media | |||
''March'' | |||
* Secure location for Board Meeting | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* Compile/E-mail March newsletter | |||
* E-mail meeting minutes to Board of Directors | |||
* Consider update from Board of Directors on social media | |||
* Facebook/Instagram Post - WORKDAYS | |||
''April'' | |||
* Secure location for Board Meeting | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* Request newsletter content from Board of Directors for May newsletter | |||
* Facebook/Instagram Post - WORKDAYS | |||
* Collaborate with club manager - SWIM LESSONS | |||
* Collaborate with club manager - PARTIES | |||
* Collaborate with club manager - PRE-SEASON HOURS | |||
''May'' | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* E-mail meeting minutes to Board of Directors | |||
* Facebook/Instagram Post - WORKDAYS | |||
* Facebook/Instagram Post - COUNTDOWN TO OPENING | |||
* Compile/E-mail May newsletter (~1 week before opening) | |||
* Snack Shack Menu | |||
* Yodeck - May through early June events | |||
''June'' | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* E-mail meeting minutes to Board of Directors | |||
* Request Board of Directors to brainstorm potential Bylaw revisions prior to July meeting | |||
* Facebook/Instagram/Yodeck Posts - SOCIAL | |||
* Facebook/Instagram/Yodeck Posts - SWIM TEAM | |||
* Compile/E-mail June newsletter (after board meeting) | |||
* Collaborate with club manager - SWIM LESSON REGISTRATION | |||
''July'' | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* E-mail meeting minutes to Board of Directors | |||
* Facebook/Instagram/Yodeck Posts - SOCIAL | |||
* Facebook/Instagram/Yodeck Posts - SWIM TEAM | |||
* Compile/E-mail July newsletter (after board meeting) | |||
* Coordinate Board of Directors nominations (with photo/biography) | |||
* Discuss and send out proposed Bylaw revisions to membership | |||
* Determine date of general membership meeting (mid/end August) | |||
* Collaborate with club manager - SWIM LESSON REGISTRATION | |||
''August'' | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* E-mail meeting minutes to Board of Directors | |||
* Facebook/Instagram/Yodeck Posts - SOCIAL | |||
* Compile/E-mail August newsletter (after board meeting) | |||
* Coordinate Board of Directors nominations (with photo/biography) | |||
* Discuss and send out proposed Bylaw revisions to membership | |||
* Facilitate election - primarily through website/google, paper ballots an option at general membership meeting | |||
* E-mail general membership with ballot and annual meeting notice | |||
* Collaborate with club manager - BACK TO SCHOOL HOURS | |||
''September'' | |||
* Send out meeting announcement and meeting agenda to Board of Directors | |||
* E-mail meeting minutes to Board of Directors | |||
* Facebook/Instagram/Yodeck Posts - SOCIAL | |||
* E-mail "End of Season" survey to membership | |||
''October'' | |||
* Secure location for Board Meeting | |||
* Send out meeting announcement and meeting agenda to Board of Directors (and newly elected Board) | |||
* E-mail meeting minutes to Board of Directors | |||
* Compile "End of Season" survey results for Board of Directors | |||
Latest revision as of 00:33, 4 January 2026
Job Description
- Attend monthly board meetings (minimum 80%).
- Reserve monthly board meeting location. Email meeting agenda and notice to board members every month.
- Take attendance at each board meeting.
- Record minutes of each monthly board meeting and distribute to each board member via e-mail before the next meeting.
- Distribute general e-mails regarding announcements to the general membership.
- Send out Facebook/Instagram updates as necessary.
- Receive newsletter articles from other board members by mid-April to create an annual initial newsletter and send out to the general membership through e-mail by late April or early May.
- Create and post election information in the clubhouse according to the timeline stated in the by-laws.
- Create and distribute ballots (email/post in the clubhouse) for annual elections in August.
- Keep all board, election, and other paperwork over the 2-year term.
Timeline
January
- Create e-mail distribution list for Board of Directors
- Secure location for Board Meeting
- E-mail meeting announcement and agenda to Board of Directors
- Obtain login credentials for FFSC accounts
- Gmail (fairway.secretary@gmail.com)
- Instagram (@fairwayfarmsswimclub)
- Word Press (website - fairwayfarmsswimclub.com/admin)
- cPanel E-Mail (secretary@fairwayfarmsswimclub.com - forwarded to Gmail)
- Wiki - Bylaws, Rules & Regulations (wiki.fairwayfarmsswimclub.com)
- Yodeck - updating Lobby/Snack Shack screens
- Review Facebook administrator privileges - remove previous / add new board members
- E-mail meeting minutes to Board of Directors
- Consider update from Board of Directors on social media
- Review attendance of outgoing Board Members prior to dues assessment
- Coordinate with membership regarding dues notice (e-mailed by Membership committee)
- Communicate with membership about interest re: Empty Nest membership
February
- Secure location for Board Meeting
- Send out meeting announcement and meeting agenda to Board of Directors
- Request newsletter content from Board of Directors for March newsletter
- E-mail meeting minutes to Board of Directors
- Consider update from Board of Directors on social media
March
- Secure location for Board Meeting
- Send out meeting announcement and meeting agenda to Board of Directors
- Compile/E-mail March newsletter
- E-mail meeting minutes to Board of Directors
- Consider update from Board of Directors on social media
- Facebook/Instagram Post - WORKDAYS
April
- Secure location for Board Meeting
- Send out meeting announcement and meeting agenda to Board of Directors
- Request newsletter content from Board of Directors for May newsletter
- Facebook/Instagram Post - WORKDAYS
- Collaborate with club manager - SWIM LESSONS
- Collaborate with club manager - PARTIES
- Collaborate with club manager - PRE-SEASON HOURS
May
- Send out meeting announcement and meeting agenda to Board of Directors
- E-mail meeting minutes to Board of Directors
- Facebook/Instagram Post - WORKDAYS
- Facebook/Instagram Post - COUNTDOWN TO OPENING
- Compile/E-mail May newsletter (~1 week before opening)
- Snack Shack Menu
- Yodeck - May through early June events
June
- Send out meeting announcement and meeting agenda to Board of Directors
- E-mail meeting minutes to Board of Directors
- Request Board of Directors to brainstorm potential Bylaw revisions prior to July meeting
- Facebook/Instagram/Yodeck Posts - SOCIAL
- Facebook/Instagram/Yodeck Posts - SWIM TEAM
- Compile/E-mail June newsletter (after board meeting)
- Collaborate with club manager - SWIM LESSON REGISTRATION
July
- Send out meeting announcement and meeting agenda to Board of Directors
- E-mail meeting minutes to Board of Directors
- Facebook/Instagram/Yodeck Posts - SOCIAL
- Facebook/Instagram/Yodeck Posts - SWIM TEAM
- Compile/E-mail July newsletter (after board meeting)
- Coordinate Board of Directors nominations (with photo/biography)
- Discuss and send out proposed Bylaw revisions to membership
- Determine date of general membership meeting (mid/end August)
- Collaborate with club manager - SWIM LESSON REGISTRATION
August
- Send out meeting announcement and meeting agenda to Board of Directors
- E-mail meeting minutes to Board of Directors
- Facebook/Instagram/Yodeck Posts - SOCIAL
- Compile/E-mail August newsletter (after board meeting)
- Coordinate Board of Directors nominations (with photo/biography)
- Discuss and send out proposed Bylaw revisions to membership
- Facilitate election - primarily through website/google, paper ballots an option at general membership meeting
- E-mail general membership with ballot and annual meeting notice
- Collaborate with club manager - BACK TO SCHOOL HOURS
September
- Send out meeting announcement and meeting agenda to Board of Directors
- E-mail meeting minutes to Board of Directors
- Facebook/Instagram/Yodeck Posts - SOCIAL
- E-mail "End of Season" survey to membership
October
- Secure location for Board Meeting
- Send out meeting announcement and meeting agenda to Board of Directors (and newly elected Board)
- E-mail meeting minutes to Board of Directors
- Compile "End of Season" survey results for Board of Directors