CASPR Secretary

ROLE OF THE CASPR SECRETARY

The Secretary is to support the Chair in ensuring the smooth functioning of the Board.

Main duties

• Ensuring Board meetings are effectively organized and minuted

• • Receiving agenda items from committee members
  • Circulating agendas and supporting documents
  • Taking minutes
  • Circulating approved minutes

• Maintaining effective records and administration

• • Keeping up to date contact details for the executive members and members-at-large of the Board
  • Electronic filing of minutes and reports
  • Compiling lists of names and addresses that are useful to the organization including those of appropriate officials or officers of voluntary organizations
  • Maintaining a record of action items and calendar of events for the Board

• Upholding legal requirements

• • Acting as a custodian of the organizations governing documents
  • Checking quorum is present at meetings
  • Ensuring elections are in line with stipulated procedures & by-laws
  • Ensuring organizations activities are in line with its objects
  • Ensuring not for profit law requirements are met

• Communication and correspondence

• • Responding to all committee correspondence
  • Electronic filing all committee correspondence received and copies of replies
  • Keeping a record of any of the organizations publications and reporting the activities of the organization and future programmes to members, the press and the public
  • Preparing a report of the organization’s activities for the year, for the Annual General Meeting
  • Liaising with the Chair & Vice Chair to plan meetings

Term

• Two (2) years

 Initially approved by the CASPR Exec: January 21, 2021