Secretary

The Secretary is the chairperson of the Nominations Committee

General Functions

Oversees and is responsible for a full and complete record of the proceedings of the Board of Directors and the Executive Committee
Provides administrative support to the President and Executive Committee
Assists the President in setting agendas for BOD and other meetings as well as setting up the logistics of meetings for both in person and online
Assists the President in ensuring that the official business of the Association is conducted in accordance with the by-laws and guidelines
Oversees the legal aspects of the operation of the Association in consultation with the Bylaws committee
Supervises and maintains the Association’s records
Co-ordinates committees responsible for governance of the Association as appropriate
Communicates with BOD members and outside parties as necessary and appropriate
Updates the Procedures and Policy document as required

Takes the minutes of Executive Committee and Board of Directors meetings, makes these available online once they are approved
Ensures good record keeping of all minutes and relevant documents
Ensures the appropriate storage of all documentation in a safe online format
Informs the President on matters arising from the minutes and carries out any follow-up asked for by the President
Works with the ITAA Administrator and Editor as required throughout the year and specifically to prepare the annual board reports and materials
Monitors and makes recommendations to the board concerning legal aspects, based on the bylaws of the operation of the Association in an international environment, including matters affecting members’ rights

Oversees the development and recording of changes in organisational structure and procedures of the Association, including the guidelines and bylaws
Is a member of the bylaws and nominations committees
Ensures minutes from committees are filed with the corporation records
Undertakes any tasks appropriately and mutually agreed by the Directors
Serves on other committees as needed
Helps facilitate the award nomination and selection processes for the Muriel James Living Principles Award, the Hedges Capers Humanitarian Award, the Robert and Mary Goulding Social Justice Award, and the ITAA Service Award
Attends in-person and telecommunication Executive Committee and board meetings

In addition to the general criteria, skills, and abilities mentioned in the ITAA Roles Menu, the Secretary will:

Have previously served on the ITAA Board of Trustees or a standing committee
Be a responsive communicator
Demonstrate interest in the effective running of the Board of Trustees and the Association
Have a good understanding of the ITAA bylaws and guidelines