The position of board secretary is too often seen as a dull and unimportant role.  This position can be very powerful and important and thus a great training position, especially for a trustee with little board experience.  To begin with, determining how the actions of the board are documented, beyond the simple recording of motions made and acted upon, can be the only knowledge over time reflecting what the board actually did when meeting.  When the institutional memory of individuals is lacking, this documentation is critical.   Note-taking is an art form and concise recollections of the highpoints of meeting discussions can be very helpful in the ongoing board conversation.

Furthermore, the advent of the organization website can expand the value that a secretary provides for the organization.  For example, this officer can insure that copies of all key documents are kept online, usually  in a password-protected virtual file cabinet, as a learning and touchstone information tool for all board members and lead staff members.  The board manual, key contracts and organization policies can also be kept in this secure location.  While staff members may be tasked with updating the online files, it is vital that at last one board officer knows where key documents are kept and how to access them.  This function provides a key back-up for staff in addition to helping the board keep its own members educated about key information maintained for the organization.   

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3.22 Copyright (C) 2007 Alain Georgette / Copyright (C) 2006 Frantisek Hliva. All rights reserved."