Board Secretary

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