RVKC SECRETARY
Job Description


Adhere to the duties as stated in the bylaws — Article III, section 2, part C,
which states:

c. The Secretary shall keep a record of all meetings of the club and of the board and all other matters of which the club shall order a record. The Secretary shall have charge of the correspondence, notify members of special meetings, oversee notifying members of regular meetings, oversee the notification of new members of their election to membership, notify officers and directors of their election to office, keep a roll of the members of the club with their addresses, shall give a copy of all minutes to the President at least ten (10) days prior to the next meeting; and carry out such other duties as are prescribed in these Bylaws.

Keep and maintain secretary binder of past years minutes (paper copies). Keep record of any other correspondence that the club receives.

Maintain a current membership list on the computer for purpose of emailing membership meeting or other notices as needed. Helpful for another officer/board member to also maintain a current email list in case of computer issues with the secretary. Work with the membership chair to keep this list current.

Maintain a current board email list on computer for purposes of notifying board members of meetings or other matters as needed.

Notify general membership or board as needed by the president.

Assist any other officer/board member with correspondence, i.e. membership dues renewals, election ballots etc.

Maintain an archive of past years minutes or any paperwork/correspondence.

Section 4. Election to Membership.
All applications shall be filed with the club Secretary and each application is to be read at the first meeting following its receipt. At the next club meeting the application will be voted upon. Affirmative votes of two-thirds (2/3) of the members present and voting by secret ballot at that meeting shall be required to elect the applicants.

Section 1. Club Meetings.
Notice of each meeting must be given at least seven (7) days prior to the meeting date. Such notice may be given by inclusion in a club newsletter, electronic mail to club members, or by first class mail, provided the method chosen affords timely notice to each member. A quorum for such meetings shall be twenty percent (20%) of the membership in good standing.

Section 2. Special Club Meetings.
Special club meetings may be called by the President, or by a majority vote of the members of the board who are present and voting at any regular or special meeting or special meeting of the board, and shall be called by the Secretary upon receipt of a petition signed by five (5) members of the club who are in good standing.

The Secretary shall give notice of such meeting at least five (5) and no more than fifteen (15) days prior to the date of the meeting. Such notice shall state the purpose of the meeting, and no other club business may be transacted thereat. Notice of special club meetings may be given by inclusion in a club newsletter, electronic mail to club members, or by first class mail, provided the method chosen affords timely notice to each club member.

Section 4. Special Board Meetings.
Special meetings of the board may be called by the President, and shall be called by the Secretary upon receipt of a written request signed by at least three (3) members of the board.

he Secretary shall notify each board member of such special meeting at least five (5) days and not more than ten (10) days prior to the date of such meeting. Said notice may be given by electronic mail or by first class mail, or both, provided the method chosen affords timely notice to each board member. Any such notice shall state the purpose of the meeting and no other business shall be transacted at said meeting.

Section 2. Officers.
e. The prime responsibility of all officers shall be to attend both the board meeting and the regular meetings. Any officer missing either board or regular meetings in three (3) consecutive months without just cause shall be replaced by board appointment. After missing two (2) such meetings he/she shall be notified in writing of this rule by the Secretary.

The Secretary also has duties related to nominations and elections. Read the Bylaws for details.