Job Title

Secretary - Board of Directors (Elected) Position Description Position: Secretary - Board of Directors (Elected) Location : Stanley Park Community - 505 Franklin Street N. Kitchener, Ontario Purpose of Position: To record all minutes and compile action items for the Stanley Park Community Association Liaises With: Board of Directors, Program Committee, City of Kitchener Duties and Responsibilities: Attend all SPCA Board and Program meetings, prepared to take minutes (this includes bringing a copy of the action items and last meetings minutes) Compile, update and communicate all action items to Board Members/SPCA Volunteers at each meeting and follow up with items until completed/resolved Provide relevant information, ideas and opinions as a member of the Board at meetings Record the minutes at each meeting, type and distribute to members/volunteers, usually by email (or by leaving a hard copy at the Centre) within one week of meeting Notify members of the next meeting date, time and place (this can be done in the minutes) Keep an accurate set of minutes, newsletters and documentation in a labelled Minutes binder Maintain and update the motions binder Complete government remittance forms for Incorporation and mail as required, sending changes in directors information within 10 days of change Arrange for a replacement if unable to attend a meeting and let the President know in advance Attend monthly SPCA Program meetings as a silent member, record minutes and distribute within one week of the meeting Update SPCA By-laws, and other typed information as required For the October Board Meeting, prepare a tentative Slate of Nominations and a permanent one for the Annual General Meeting One month prior to the Annual General Meeting, prepare a list of amendments to the SPCA By-laws, Policies & Procedures and circulate it with the minutes of the September meeting Prior to the Annual General Meeting, work with the Publicity Lead/Publicity Coordinator to prepare a public notification for posting and copying It is your responsibility as the outgoing Secretary to orient the new Secretary of you duties and responsibilities Other duties as may be required, from time to time Low - Position to record and manage meeting minutes and maintain action items Time Commitment: Attend monthly board meetings (Third Tuesday of the month from 7-9 pm) Attend monthly program meetings (Second Tuesday of the month from 7-9) Approximately 5 hours a month to prepare and email meeting minutes, compile and communicate action plans and develop agendas Qualifications: Excellent organisational, computer and communication skills Previous experience as a Secretary is an asset A desire to serve the community in an important function A team player willing to take responsibility Mandatory attendance at monthly Board meeting and program/event meetings throughout the year Training and Professional Development: Basic Health and Safety, AODA, Facility Tour and evacuation training provided Training and orientation will be provided by the Volunteer Engagment Manager or outgoing Secretary (if possible) within 8 weeks of acceptance of the position Supervision and Accountability: Regular check-ins to monitor position tasks Formal supervision will occur every three months, or sooner if requested An excellent way to meet and work with others, while contributing to your community Opportunities to attend workshops, meetings and other training sessions pertaining to the position Two complimentary programs at the SPCC, per session Invitation to annual appreciation socials Three references checked (minimum one professional) Clean Police Criminal Record Check required For More Information Contact the Stanley Park Community Association #J-18808-Ljbffr