District Nine, Altrusa International Inc.
Altrusans providing leadership and service to communities throughout Texas
 
District Job Descriptions
POSITION: SECRETARY
APPOINTMENT: Appointed by the Governor with approval of the District Board of Directors.
TERM OF OFFICE: Two years
ROLE: Assists the Governor with the administrative details and records of the District.
RESPONSIBILITIES:
  1. Board: To serve as a member of the District Board of Directors with no voting rights, seated with the Governor at all official meetings.
  2. By-laws, Policies and Procedures: To become familiar with the following:
    1. By-laws on all three levels of Altrusa to become familiar with their provisions.
    2. Parliamentary Procedures.
    3. The duties for all District Officers as set forth in the District By-laws.
    4. The District Policies and Procedures
  3. District: To know the District, study its geography and locations for clubs. Gain as complete knowledge of the clubs as possible (service projects, membership trends and program meetings) by reading the most recent newsletters and Activity Reports.
  4. Conference: To conduct Secretaries workshops at Conference and other workshops as assigned by the Governor.
  5. Meetings: To attend all meetings – Conference; Pre and Post Conference, Mid-Year Board meetings; Finance Committee meetings; Fall Leadership Event. To record the proceedings of all meetings, with reminders to the Governor (or presiding officer) of any matter in the minutes of the previous meeting that should be brought before the current meeting, e.g. unfinished business, a tabled motion, a recommendation of the Board. To ensure that minutes of the Pre-Conference Board meeting are available for the Post Conference Board Meeting. To prepare a written report of the Conference proceedings as required, with the help of the Governor. Prepare a year-to-date report for the Mid-Year Board meeting and a written annual report for inclusion in the Conference packet.
  6. Club Officers/Committee Chairs: To maintain a file of local clubs officers and committee chairs and distribute to District Board, District Committee Chairs/Members, Club Presidents, International Officers, Past Governors and such Altrusans as determined by the Governor.
  7. Delegate Credentials: To check with the District Treasurer to ensure that Conference fees are paid by clubs, so that club delegates can be presented to the Credentials Committee. As least 15 days before the annual Conference, furnish the Credential Committee with a list of the delegates and alternates, District Officers and Past Governors.
  8. District Officers: To send District Officers’ names, telephone/fax, email and mailing addresses to International within 10 days after the election on forms provided. This is done by the retiring Secretary and should include the in-coming Secretary’s information.
  9. Reports: To prepare and send such reports, notices and correspondence as the Governor requests.
  10. Files: To maintain working files with complete information concerning the responsibilities, procedures, activities performed and methods of carrying out each phase of the work together with copies of reports and related materials, all of which, at the conclusion of the term of office, or within forty-five (45), will be transferred to the successor.
  11. Expenses: To submit reimbursement forms promptly for expenses covered in the District Policies.
  12. Perfect Attendance: To receive the list of members with perfect attendance from each club and to prepare the Perfect Attendance Certificates to be distributed at the annual Conference.
  13. Records: To maintain a record of duties performed during the term of office to act as a guide to a successor.
  14. News of Mighty Ninth: To contribute articles as assigned by the Governor.
  15. Correspondence: To respond promptly to any communication from local clubs, other District Officers or from Altrusa International.


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