Barefoot Productions is a 501(c)(3), volunteer-run community theater that proudly entertains Plymouth, Michigan, and surrounding communities. We are looking for a highly organized and timely board secretary who can work with minimum supervision; specific duties are listed below. Administrative meetings are held on Tuesday evenings at 6:30 or 7 p.m. twice a month: one meeting for the executive board, and one meeting for general members and project managers.
The role of secretary is perhaps the most time-intensive of all board/officer positions. We are looking for a local candidate who can donate at least 5 hours of his/her time per week for a minimum of a year.
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The Secretary may serve as President Elect and shall:
1) Be responsible for recording the meeting minutes of the Executive Board and Membership meetings unless otherwise delegated prior to the particular meeting.
2) Sign, with the President, any contracts or other instruments which the Executive Board authorizes to be executed as prepared by the program managers except in cases where signing and execution thereof shall be expressly delegated by the Executive Board or these By-Laws to some other officer or agent of the organization, or shall be required by law to be otherwise signed or executed.
3) Handle all necessary correspondence within Company, including but not limited to agendas, meeting notices, fundraiser and special events, etc.
4) See that all notices are duly given to Executive Directors, project managers and members of their respective meetings in accordance with the provisions of these By-Laws or as required by law.
5) Be custodian of the corporate records, with the exception of the financial records.
6) Sign a copy of the final approved minutes and ensures that the copy is maintained in the non-profits business records.
7) Shall be the meeting time monitor to ensure that the Executive Board meetings stay focused and on-time.
8) Ensures that the Executive Board meeting minutes are sent (via email) to the President 48 hours after the Executive Board meeting and any other meeting that the board secretary attends.
9) Keeping bylaws and business policies and procedures documented and properly submitted to the appropriate governmental agencies.
