Position Title: Board of Directors - Secretary
Location: Calgary, Canada
Type: Volunteer
Term: 3 years, renewable

About New West Society:
New West Music & Arts Society (New West Society) is a faith-based, community organization that is committed to blessing people of all ages through music, community and compassionate giving. Our volunteer members are committed to collectively pursuing excellence, fostering a sense of belonging, and being fun and inspiring. Established as a charitable organization, New West Society believes in using our platform to support organizations that serve the vulnerable, both in our city and around the globe.

Position Summary:

The board secretary is an executive member of the board of directors of the Society and is to be

appointed in a manner consistent with the bylaws. This role is accountable to the Board and, like other members of the board, has no authority to direct staff. The Secretary is responsible for the stewardship of the governance records of the Society and for consistency and transparency in the board’s practices.

Key Responsibilities:

This role will work closely with the Chair of the Board and the Executive Director in the planning of board of directors and Society meetings. The secretary of the board shall be responsible for the following:

Primary Duties:

• The creation and timely distribution of agenda for Board meetings and Society membership meetings (e.g. annual general meeting) 

• The accurate recording and distribution of the minutes of Board of Directors meetings

• The minutes should reflect that the format and level of detail that the Board has determined

• The creation and maintenance of an up-to-date board planning calendar outlining matters to be on the board’s agenda over the course of a year

• Maintenance of a full contact list of board members including board member appointment dates, term of appointments and board member bios

• Plus other duties

Qualifications

The secretary ought to have:

• A commitment to, and a clear understanding of the mission of the organization

• Knowledge of the meeting procedures, decision-making rules, governance policies and the bylaws of the Society

• An adequate level of writing proficiency and access to a computer for word processing purposes

• Familiarity with cloud based file sharing services for easy distribution of documents (eg Google Drive), preferred but can easily be taught