BC COUNCIL OF GARDEN CLUBS
Terms of Reference: SECRETARY

TERM OF OFFICE:

The Secretary is elected in odd numbered years for a term of two years. The Secretary may stand for multiple terms.

GOALS AND OBJECTIVES:

The Secretary of the BC Council of Garden Clubs has the responsibility of:

  • Facilitating, in consultation with the President, notification of meetings, development agendas, meeting space, and related activities
  • Recording and maintaining records of the activities of the Council.
  • Oversees membership and Council Members Liability Insurance.
  • Upholding the current Constitution.
  • Supporting Council members

DUTIES AND RESPONSIBILITIES:

The Second Vice-President has the responsibility to:

  • Facilitate, in consultation with the President, notification of meetings, preparation and distribution of agenda items.
  • Ensure arrangement for meetings are met (booking the space and ensuring payment by the Treasurer).
  • Prepare accurate, complete minutes of Executive Board Meetings and BC Council of Garden Clubs’ Meetings, to include, but not limited to:
    • Date and time of meeting, form and venue, present and absent Executive Board members, confirmation of quorum
    • Record of all decisions taken, brief summary of all issues discussed and any directives or authorizations given by the Board, or a Committee, or the members.
    • Record whether resolutions were unanimous or include dissents. Election results should be noted.
  • Retain and safeguard the official Board and Committee Minute Books and Corporate documents.
  • Oversee Membership records including ensuring payments are received and records updated as required.
  • Attend Board Executive meetings and provide regular reports to the board
  • Submit an Secretary’s annual budget to the Treasurer for the Annual General Meeting.
  • Provide a report to the members at the Annual General Meeting

Download Terms of Reference – Secretary (PDF)