Novilette Jones, Executive Board Secretary

EXECUTIVE BOARD SECRETARY

RECORDING 

The Secretary for PHSC plays a critical role in fostering communication and ensuring proper management and utilization of important organizational records. The Secretary will be most useful to this organization when his/her role is shaped to meet the unique structure and needs of PHSC yearly focus, rather than filling a standard job description. The PHSC Secretary shall serve as the Chair of the Bylaws Committee and the default Parliamentarian.
 
The Secretary is responsible for the following duties:
 
Primary Duties:

  • Keep correct minutes of all meetings of the Council, Executive Board, and Officers and present and distribute them at the proper time.

  • Report the highlights of the Executive Committee meetings at the Executive Board and General Membership meetings.

  • Keep a record of attendance of the Executive Board and General Membership meetings.

  • Notify members who fail to attend two (2) consecutive meetings, Executive Board and General Membership, of the attendance requirements.

  • Report to the President any member of the Executive Board who has been absent from three (3) consecutive meetings. 

 

Meetings

  • The Secretary compiles the meeting agenda and distributes meeting materials. 

  • The Secretary coordinates the PHSC executive and general meeting schedule and ensures compliance with the PHSC Bylaws. 

  • The Secretary maintains the meeting attendance log.

  • The Secretary provides notice of any meetings and timely distribution of materials in accordance with the bylaws.

  • The Secretary records meeting minutes and makes them available to the membership.  

  • As Parliamentarian, the Secretary ensures that an up-to-date copy of the Bylaws is available at all meetings.

  • The Secretary is responsible for sharing the schedule of activities of PHSC by maintaining the PHSC calendar and social media.

  • As a standard operating procedure, meetings scheduled on behalf of the organization (with Superintendent, other organizations, etc) should prioritize the President’s schedule.

 
Organization Correspondence

  • The Secretary is responsible for drafting and sending official organizational correspondence on behalf of the President and PHSC Board (to outside organizations, the School District of Philadelphia, etc.). 

 
Board Membership Registry 

  • The Secretary maintains a register of board members and calls roll when required.

 

Minutes

  • The Secretary is charged with recording minutes of all meetings. In the event that the Secretary cannot attend a meeting, he/she should make arrangements with another Board member in attendance to take minutes and follow up within 48 hours. 


Maintenance of PHSC Records

  • The Secretary should be knowledgeable of PHSC records and related materials and should be able to provide advice and resources to the Board on relevant topics at issue, such as particular governance matters being addressed at a meeting or a new amendment needed to be added to the Bylaws.

  • As the custodian of the PHSC records, the Secretary is responsible for maintaining accurate documentation and meeting legal requirements, such as annual filing deadlines. 

  • PHSC Secretary is required to have a calendar of filing deadlines.

  • The Secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible for the president, officers, and/or members(by request only). 

  • The Secretary is responsible for scheduling deposits of records to Temple Urban Archives.

 © 2017 by Philadelphia Home and School Council                                                                                                                      Designed by Smoking Horses