Procedures: Those responsibilities include, but are not limited to:

Transcription

1 Section 3: National Secretary Policy: The National Secretary is responsible for the record management and communications related to the Board of Directors and the Policies and Procedures of the Club. The Secretary shall have custody of or cause to be kept by the Executive Director of the National Office the corporate seal and all Club records including records outlined in the Secretary s Procedures. Procedures: Those responsibilities include, but are not limited to: Board of Directors (BOD) Meetings o Support the President with the development of the BOD meeting agenda. Provide the President with the needed information for each agenda item and remind him/her if an item has been overlooked. BOD Meetings (Winter / Summer) checklist Previous minutes Organization strategic goals Financial review and planning Status of committee reports Open Action Item review National Office updates o Meeting Minutes Report on any action or matters arising from the previous meeting as appropriate. Read any relevant correspondence that has been received since the prior meeting as appropriate. Record all names, Regional Club and role (if applicable) of those present at the meeting. This includes online and telephone participants if applicable. The list will be provided to the Executive Director for record keeping, however BOD attendance is not recorded in the minutes. Keep full and complete official minutes of all meetings of the BOD, including a record of votes taken. Motions should be transcribed exactly as they were introduced for the vote, to include the name and region of the person making the motion, since these items are official actions of the Club and must become matters of precise record. Provide within 2 months of the BOD meeting an electronic draft copy of the meeting minutes to the entire BOD with a copy to the Executive Director for record keeping. Where appropriate, items of interest are posted on the PCA website. Approved minutes of all BOD meetings are to be posted on the website within 2 weeks of the approval vote. Cause to retain the BOD meeting minutes indefinitely and post the minutes for

2 up to five years for review by all members who log onto the PCA website. o Post Meeting Contact the appropriate people within 2 weeks of the meeting, with any necessary action items and anticipated due dates. o Quarterly Committee / Chair Reports Notify all National Committee Chairs and the EC electronically approximately 2 weeks prior to the end of the quarter that the online report submission is due. Include in the reminder that reports are accessible to all members. Send a secondary reminder notification as needed approximately 2 weeks into the new quarter. Monitor report submission and report to the EC of any missing reports. Submit a Secretary s quarterly report on activities from the preceding quarter. Cause to retain the quarterly reports for a minimum of five years and have available for review by all members who log onto the PCA website. Executive Council (EC) Meetings o Support the President with the development of the EC meeting agendas. Provide the President with the needed information for each agenda item and remind him/her if an item has been overlooked. EC Strategic Planning Meeting (January) checklist Previous strategic plan / minutes / action items (in advance) Executive Council o New EC member orientation o Travel schedule and goals o Committee oversight assignments National Office Overview o Employee salary history o Salaried employee proposed annual objectives (up to 5 objectives per employee) National Staff contact list distribution Preparation for Winter BOD meeting o PCA University presentation update National Program issues Open Action Item review Honorary membership list review EC Quarterly Meetings checklist (Winter and Summer coincident with BOD meeting times, Spring and Fall meeting typically in April and September respectively) Previous minutes / action items (in advance) EC travel schedule and goals Financial review and planning Committee oversight reports Open Action Item review / vote Provide within 2 months of the EC Planning and Quarterly meetings an electronic draft copy of the meeting minutes to the EC with a copy to the Executive Director for record keeping.

3 o EC Conference Calls Provide within 2 weeks of an EC conference call an electronic draft copy of the meeting minutes to the EC for approval. o EC Meeting and Conference Call minutes are retained for EC and Executive Director reference only with summary information made available upon request to BOD members. These minutes are kept for a minimum of 3 years. o National Lists Honorary membership list Review and update annually on the recommendation of the EC o National Committee / Appointee Roster Maintain a spreadsheet of all National Committee members (to include chair and committee members), Zone Representatives, Special Appointees, and Club Racing Stewards/Scrutineers/Timing Volunteers and Parade Committee. This does not include the Parade Team Coordinators, as this is the responsibility of the Parade Chair. Provide updates to National Office for business card production Maintain a current list of contacts published on the National website and on the "Any Questions?" page in the Club's official magazine. Review these lists, at a minimum of annually, with the assistance of the EC, Committee Chairs and Executive Director. o National Volunteer Request / Application List Maintain a spreadsheet of members who completed the Volunteer Form on pca.org for consideration as positions become available. Contact members who complete a Volunteer Form to confirm the form has been received. Forward volunteer form to current Committee Chairs and Zone Representatives as applicable. o Committee Oversight / Liaison Have oversight of Standing or Ad Hoc Committees as assigned by the President each calendar year. o Executive Council Travel Calendar Maintain the master schedule for all official travel by the EC to ensure event coverage and avoid duplication, except for those activities/events where it is deemed to be to the benefit of PCA to have multiple members of the EC in attendance. Bylaws (Article XV) o Work closely with the Policy Committee Chair to ensure the provisions of the Bylaws, Article XV, Amendment of Bylaws, are followed. Communication o Monitor the PCA er database, at a minimum of annually, for members of the Board of Directors and National Staff who may have "opted out" of notifications and notify those members of the need to "opt in" for communications purposes. Elections o Work closely with the Nominating Committee Chair to ensure the provisions of the Bylaws, Article IX, Election of Officers, are followed.

4 Meetings - General o Meeting Notification Notifications of meetings are to be made in writing, distributed electronically or by hard copy mail, to all expected and invited meeting attendees at least 30 days prior to meeting. Every effort should be made to notify attendees of the meeting dates / locations at least 45 days in advance if travel is required to allow time for booking travel in compliance with PCA travel reimbursement policy. o Committee Reports Notify all persons, either electronically or by hard copy mail, who are required to submit a report for a scheduled meeting, whether attending or not, 30 days prior to the meeting when possible. Ensure committee reports and information requested at the prior meetings is available or be able to provide an explanation of why it is not available. o Agenda / Order of Meeting Consult with the President on order of business for meetings and the manner in which each item needs to be handled (what items require notification / updates, discussion items, decision items, etc.) Distribute a tentative meeting agenda, created by the President, to all invited attendees at least 7 days prior to the meeting. o Participation Participate in all meetings as a voting member of the Board and of the Executive Council. Assist the President, when needed, with Rules of Order and Parliamentarian procedure. Call the meeting to order, in the absence of the President and Vice-President, presiding until such time as the President or Vice President is available. Be knowledgeable of PCA records, Policies and Procedures and other related documents, so as to provide advice, resources and historical perspective, when available, to the Board on topics that impact PCA and the ability of the BOD members to fulfill their fiduciary responsibilities. o Meeting Minutes Report on any action or matters arising from the previous meeting as appropriate. Read any relevant correspondence that has been received since the prior meeting as appropriate. Record all names, Regional Club and role (if applicable) of those present at the meeting. This includes online and telephone participants if applicable. The list will be provided to the Executive Director for record keeping, however BOD attendance is not recorded in the minutes. Keep full and complete official minutes of all meetings of the BOD and the EC, including a record of votes taken. Motions should be transcribed exactly as they were introduced for vote, to include the name and region of the person making the motion, since these items are official actions of the Club and must become matters of precise record.

5 o Post Meeting Contact the appropriate people within 2 weeks of the meeting, with any necessary action items and anticipated due dates. Regions o The National Secretary shall have the responsibility of coordinating new Region formation. An inquiry received by the Executive Office or other members of the National Staff should be referred to the Secretary for a formal response. A PCA publication, How to Form a PCA Region, is available to interested parties through the Secretary. The Secretary shall maintain appropriate contact with the proposed Region s Board of Directors, the appropriate Zone Representative(s), and the Executive Director. In this manner, a single person, the Secretary, will be aware of all efforts to form new Regions. o The Zone Representative is usually in a good position to determine whether or not a particular area could support a new Region. The Zone Representative should assist the Secretary in providing information and help to the proposed Region s Board when it is deemed a need for a new Region exists. The manner in which the Secretary and the Zone Representative interact on new Region formation varies because each situation is different. o Once a prospective new Region has completed the formation requirements to include review of the proposed Region Bylaws by the Policy Committee and General Council, the Secretary shall cause a vote by the Executive Council on granting a charter to the new Region. If the Executive Council grants a charter, the Secretary shall ensure a charter is issued to the new Region, as provided by the National Bylaws. o The National Secretary is also the person who will be involved in the surrender or revocation of a Region s charter, along with the appropriate Zone Representative. These steps can be either voluntary, where a Region s territory and assets are transferred to one or more adjacent Regions, or involuntary, where the EC has decided the Region cannot continue to operate. Procedures for both situations are contained in the manual, Procedures to Voluntarily Dissolve a PCA Region/Procedures to Involuntarily Revoke a PCA Charter. Zones o The National Secretary shall be the principle for communications between the EC and the respective Zones with respect to the Zone Incorporation. An inquiry received by the Executive Office or other members of the National Staff should be referred to the Secretary for formal tracking. A PCA guide, How to Incorporate a PCA Zone is available to interested parties through the Secretary. The Secretary shall maintain contact with the Zone s Regional Presidents, the Zone Representative, the Executive Director, Legal Counsel and the Policy Chair with regard to the incorporation process. In this manner, a single person, the Secretary, will be aware of all efforts to incorporate a Zone.