Secretary Responsibilities
SVE Pickleball Club
Daily:
● Snippets: Check the svepickleball@gmail account and send out snippets to the Club Google Group
● Google Group Updates are done by the Membership Committee, with the Secretary as back up.
Weekly – if needed ● HOA mid-week updates: Send to activities@svehoa.com no later than 7 to 10 business days prior to the event. ● HOA Club Updates: Send to activities@svehoa.com
● Upcoming Events: Write announcement regarding upcoming events that are open to all SVE residents (such as Bake Sale, Potato Bar, etc.) and send to activities@svehoa.com not later than 7 business days. Be sure to request that it be shown on the electronic board on Farnsworth. You can also send out via P2P.
● Club Facebook Page: Post information as needed (any member who has been added to the FB Page can post)
Monthly
● Attend Club Board of Directors meeting (time and place to be determined by President) and assist in planning the agenda for the monthly club meeting. Once an agenda is in place, create a meeting in Zoom and copy the link. Send a meeting notice to the membership with meeting date, location, Zoom link, agenda and a copy of previous months meeting minutes, preferably 7 days prior to meeting.
● Outlook Article following Outlook Standards
● Club Filing Cabinet: There is a filing cabinet located in the SVE HOA office that contains folders for all SVE Clubs. Check the Pickleball folder and pick up all updates and information. Distribute to Club officers as needed.
Annually
● November: Help compile and distribute Club Events list
● Officer Changes: Remind Club president to contact the HOA Manager with officer changes.
● Coordinator Changes: Remind Club president to contact HOA Manager
● The Secretary is the main account holder for our accounts at Chase Bank and must work with newly elected treasurers to add them as a signer and remove previous treasurer. Minutes of the meetings showing the officers were proposed as candidates and then elected must be provided to the bank to make this change. Typically, this is done in April after the March elections and April minutes show election of new officers have been accepted by the membership.
General
● Maintain files of meeting agendas, minutes, copies of financial reports, bylaws, etc.
● Club Procedures
● Update bulletin board as needed (Most committees post their own updates but do not let the board get crowded or messy)
● Assist other officers as needed
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