IJJA
SECRETARY
List of Duties
1.
Prepare agendas for each meeting with President's
input. Email the agenda to the board members approximately
one week prior to the meeting. Bring copies of the
agenda to the meeting.
2.
Be responsible for the laptop computer and keep the
software updated, which includes Norton Antivirus.
3.
Take minutes at each meeting. Take roll of board members
at each meeting. Have the president proof read and
approve the minutes prior to emailing the minutes
to the board members. Minutes must be emailed to board
members within two weeks of the last meeting.
4.
New Board members receive IJJA binders. Prepare binders
for all new board members. Dividers are placed in
the binders along with a copy of the By-Laws and Standing
Rules in their own sections. If duties for each position
are available, place them in the front of the dividers,
as well as conference committees and member duties.
Bring binders to first meeting.
5.
Ensure every Board Member has signed the Code of Conduct
form each year. Keep signed forms on file.
6.
Research the least expensive route for making IJJA
Membership cards or certificates (whichever is used).
Usually, we have a print shop make the template and
mass produce the certificates; we print the names
on the certificates. In the 2000-2001 year, IJJA made
their own certificates, reducing the cost on certificates.
In 2006-2007, IJJA switched to membership cards. These
were printed on business card stock from Avery, with
a template created in the same program. The signature
of the President needs to be changed annually, if
using cards. Print cards or certificates for renewed
or new members and lifetime members. Certificates
or cards are distributed to District Representatives
for distribution within their district.
7.
Keep accurate membership lists, based on updates from
the Treasurer. File the original membership forms
by district. E-Mail the membership list to each of
the Board Members as necessary or, at least, bi-monthly.
It is okay to only send the District Reps a list of
their own district's members. Give the entire list
to all Executive Board Members.
8.
Maintain all IJJA files.
9.
Update brochures and forms each year.
10.
Complete any additional task assigned by President.
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