Date: 22 October 2002, Issue 32 The Role of the Executive Secretary About Bill Bates Links to other "Interactive" columns View Feedback | Say "HI" Email Notification of (Feedback) updates!

For more than one reason this is an appropriate column at this time. I have indicated my intention to leave this position in the near future and one of our "Blueprint for Progress" committees has requested of each officer that he detail a job description as a guide for future officers. This position that I have filled for the past ten years has evolved over that decade and there are many aspects included in this "job description" that are quite different than they were prior to 1992 when I was appointed. Many of the office procedures as they are given here are procedures that I have worked out over the years and have found to be effective and efficient. As I wrote this I was surprised at just how diverse the Executive Secretary's job has become and I hope that you find the following to be as enlightening and instructive for you as it was for me!

1. Meetings

a. After consulting with the President, prepare and send meeting notices and agendas to arrive at least 30 days in advance of the meeting date.

b. In cooperation with the Web Manager, post the notice/agenda on the secure web site.

c. Notify the following members who have email addresses that the notice/agenda is ready for pick-up:

i) District executives

ii) AMCA executives

iii) AMCA officers

iv) Board delegates
Those without an email address are to receive theirs by regular mail.

d. Attend each meeting and record the minutes. Prepare and circulate the minutes within a month of the meeting date to: members listed in Part 1 (c), Affiliates and Life Members.

e. In cooperation with the Web Manager, post the minutes on the secure web site for pick-up by those with email capability.

f. Be responsible, in cooperation with the appropriate officer, for the meeting arrangements, delegate lodging and luncheon menu.

g. Be responsible for the meeting Registration Desk and materials.

h. Make appropriate Saturday evening dinner reservations and notify the Board of the arrangements.

i. When necessary, be responsible for the Friday evening meeting schedule.

j. Prepare and present an Executive Secretary's report on the status of the Associated at each annual and semi annual business meeting.

2. Membership Directory

a. In cooperation with the Web Manager, maintain an up-to-date association Directory.

b. In so doing, provide a mailing list for the Chorister newsletter, the Scholarship committee and other committees that may have need of same.

c. Upon request provide mailing labels to committees for their specific purposes.

d. In cooperation with the Web Manager, maintain an up-to-date listing of email addresses.

3. Membership Dues

a. Chorus

i) Prepare and send out chorus dues notices as required by the Constitution and By-Laws. These should be sent to arrive in September of each year.

ii) Receive all chorus dues, record and forward to the Treasurer.

iii) Send receipt and notification of the resulting number of delegates with voting privileges at general meetings to each District.

b. Affiliate

i) Send Affiliate dues notices to arrive prior to January of each year. (Exception would be if Affiliated member had paid multiple years dues)

ii) Receive Affiliate dues, record and forward to the Treasurer.

iii) Mail to each Affiliate a receipt and membership card.

c. Life

i) Receive Life Membership payments as set-out in the Constitution and By-Laws, record and forward to the Treasurer.

ii) Send a "Letter of Recognition", a "Life Member Certificate" and a wallet card.

d. General

From time to time inform the membership of the availability of the various types of membership and their benefits through the Chorister, the Web Site and any other appropriate means.

4. Legal

a. In cooperation with the Treasurer, update and submit the annual Internal Revenue Services report showing the list of "subordinates" covered under our group exemption.

b. On request send out the "Letters of Exemption" and "Amendments" to members requesting copies for the purpose of receiving financial support from granting agencies.

c. Act as liaison between AMCA and our legal counsel. Forward members' request for advice in a timely fashion.

5. Communications

a. Respond to all queries regarding Association business in a timely fashion and when necessary redirect to the appropriate officer or member.

b. Disseminate information on AMCA matters as required.

c. Consider publishing a regular web column focusing mainly on AMCA matters with the cooperation of the web manager.

d. All correspondence shall be rendered in a professional and timely manner

e. Be responsible for the "day to day" operations of the Associated.

f. Represent the AMCA at District and International Sings when requested provided both time and financial considerations permit.

6. Financial

a. Consult with the Treasurer as required to establish an annual budget.

b. Keep an accurate petty cash record and submit to the Treasurer in detail from time to time.

c. Act as a second signing officer for the Associated General Account together with the Treasurer.

d. Be responsible for the collection of all meeting registration fees.

7. Scholarship

The Executive Secretary is by Constitution a trustee of the Scholarship Fund. He may also serve as an evaluator of scholarship applications.

8. Web Site

a. Consult with the Web Manager to ensure that appropriate and accurate information is published as dictated by the Board of Director's policy.

b. Supply the Web Manager with current information where appropriate in order to keep the web site up to date.

c. Provide guidance to the Web Manager re the material that is to appear on the public and on the secure sections of the AMCA web site.

d. Distribute the "Secure Site" user name and password in response to legitimate requests.

9. Equipment & Supplies

Be responsible for maintaining the computer, related equipment and other supplies in good order.

10. Compensation

The Executive Secretary shall receive an honorarium as stated in the Constitution & By-Laws. This compensation shall be paid quarterly by the Associated Treasurer. The amount shall be reviewed by the Board of Directors periodically. Expenses to business meetings shall be paid in full.

Bill