Secretary

Agenda
  1. The Secretary shall be responsible for the preparation, under the direction of the President, of agenda for all and any General Meetings and Meetings of the Board.
  2. In the absence of the President or her or his ability to act, the Secretary shall take direction from the Vice President in the preparation of agenda.
Minutes
  1. The Secretary shall attend all and any General Meetings and Meetings of the Board and prepare for distribution an accurate account of the proceedings and deliberations .
  2. The Secretary shall prepare and distribute minutes of General Meetings as per §15.03 and §15.04 of the Bylaws of the Society.
  3. The Secretary shall prepare and distribute minutes of Meetings of the Board. 

Correspondence
  1. The Secretary shall undertake and have charge over all correspondence carried out under the direction of the President and the Board; which correspondence shall include, but not be limited to, the filing, in a timely fashion, with the Station Manager of the annual return of the Society along with the audited financial statements approved by the Membership.
  2. The Secretary shall also undertake such communications with the Membership as may be required in order to publicise General Meetings and Meetings of the Board, or for any other purpose that may be determined by the Board.

Booking meeting rooms
  1. The Secretary shall also be responsible for booking rooms for General Meetings and Meetings of the Board and for ensuring that keys or any other matters relating to access to or the use of the room and any equipment therein are appropriately looked after.

Records
  1. The Secretary shall ensure that the records of the Society, including, but not limited to, the minutes of all and any General Meetings and Meetings of the Board and copies of the annual filing of the Society with the Registrar of Corporations, are current and complete and maintained in such a condition that they are readily accessible to any Director without the necessity of giving advance notice such as may be required of the Membership of the Society.
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