Secretary

GENERAL RESPONSIBILITIES

The Secretary shall:

  • Be elected by the membership as a voting member of the Board of Directors
  • Be a PSPA / AAPA member in good standing
  • Be familiar with and adhere to the duties of the Board of Directors as a whole
  • With the Board Administrator, notify all PSPA members at least 60 days prior to each meeting of the membership
  • Keep minutes for all PSPA membership meetings
  • Cast a single written ballot for a declared candidate on behalf of the members in the event that the candidate is unopposed in the election

BOARD RESPONSIBILITIES

The Secretary shall:

  • With the Board Administrator, notify the Board of Directors at least 15 days prior to each Board of Directors meeting
  • Review all information presented for discussion at the Board of Directors meeting prior to the meeting and come adequately prepared to discuss those items
  • Keep minutes for Board of Directors Meetings or arrange for an alternate to take the minutes in his or her absence
  • Send a copy of the minutes of the Board of Directors Meeting to the President and Board Administrator within 3 days of the meeting

COMMITTEE RESPONSIBILITIES

The Secretary shall:

  • Act as a Board Advisor to those committees in the Internal Affairs Division of the Society
  • Be familiar with the minutes of the committees for which he or she acts a Board Advisor
  • Oversee that each committee under his or her supervision meets the goals as outlined in the Society’s Action Plan and assist chair in development of action plan sections every 2 years.
  • Encourage all committees under his or her supervision to submit a report two weeks prior to each Board of Directors meetings 
  • Write articles for newsletter on a regular basis, and to submit proposals to board as needed  
  • Be available to chairs for consultation between scheduled contact sessions.
  • Assist with budget submission for committee for annual budget.
  • Supervise committee spending and approve with signature and date reimbursement form as required. 
  • Encourage chairs to have an active co-chair and adequate  committee members. 
  • Encourage BOD meeting participation of committee chair in person or virtually.
  • Verify committee policies are being followed
  • Work with chair to edit committee policies as needed.
  • Communicate summaries of committee meetings, conference calls and activities to other board members on a timely basis

ATTENDANCE RESPONSIBILITIES

The Secretary shall:

  • Miss no more than one Board of Directors meeting per year
  • Attend meetings of those committees for which he or she acts as a Board Advisor
  • Attend any strategic planning sessions of the Society

A 2-month notice of resignation is requested of the officer. The resigning  officer should submit all files and copies of the correspondence regarding the officer’s activities to the new officer or to the Board Administrator.

This position requires approximately 3 hours per month with increased hourly committments during quarterly board meeting months to fulfill its duties.

Reviewed/Revised 5/4/08; 7/25/15; 7/23/16; 11/1/22; 4/15/23

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