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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