Volunteer Board Secretary

Commitment: 5-10 hours per month and attend monthly board meetings every 3rd Wednesday evening of the month. This is not a paid position.

The Secretary of a nonprofit board plays a crucial role in ensuring the organization operates smoothly and in compliance with legal and governance requirements. This role works closely with the Treasurer and their responsibilities typically include:

1. Meeting Management & Record-Keeping

• Prepare and distribute meeting agendas in collaboration with the board chair.

• Take and maintain accurate minutes of board meetings, ensuring key discussions and decisions are documented.

• Distribute minutes to board members and ensure approval at subsequent meetings.

• Maintain records of board attendance, votes, and actions.

2. Governance & Compliance

• Ensure the organization adheres to bylaws and policies, keeping them updated and accessible.

• Work with the Treasurer to file state and federal compliance documents, such as annual reports and nonprofit renewals.

• Maintain an archive of legal and operational documents, including tax-exempt status paperwork, meeting minutes, and board resolutions.

3. Communication & Correspondence

• Act as the official custodian of records, ensuring timely and organized access to important documents.

• Manage official correspondence with government agencies, partners, and other stakeholders.

• Notify board members of upcoming meetings, deadlines, and key responsibilities.

4. Supporting Board Effectiveness

• Ensure new board members receive orientation materials and are familiar with their duties.

• Support transparency and accountability by keeping records accessible to board members.

• Assist in organizing annual meetings and elections for board leadership.

Summary

The Secretary is essential for keeping the board organized, compliant, and well-informed. This role is key to ensuring that the nonprofit functions efficiently and upholds its mission effectively.