Board Role Definition

PYA Secretary

The Secretary is responsible for maintaining the official records of Pacific Youth Association (PYA). This role focuses on documentation, organization, and communication clarity so the board operates transparently, consistently, and in alignment with bylaws and decisions.

Purpose Responsibilities Boundaries

Purpose of the Role

The Secretary ensures that board actions, decisions, and records are accurately documented and accessible. This role supports transparency, continuity, and accountability by keeping PYA’s official records organized and up to date.

Primary Responsibilities

1) Meeting Documentation

Records accurate minutes for board and official meetings
Documents motions, votes, and key decisions
Distributes minutes to the board in a timely manner

2) Records & Documentation Management

Maintains official PYA records, policies, and governing documents
Ensures records are stored securely and accessible to authorized board members
Keeps historical documentation organized year to year

3) Board Communication Support

Supports official board communications as requested
Helps ensure consistency between decisions and written communication
Assists with notices, agendas, and official correspondence

4) Governance & Compliance Support

Helps ensure meetings and records align with bylaws and policies
Documents amendments, approvals, and official actions
Supports continuity during board transitions

5) Organization & Process Support

Helps organize shared documents and board resources
Supports clear handoffs between board members
Assists with documenting procedures when needed

6) Transparency & Continuity

Supports transparency through clear, accurate records
Helps preserve institutional knowledge
Ensures future boards can understand past decisions

Role Boundaries

The Secretary does not make policy decisions, enforce discipline, or manage daily operations. The role focuses on documentation and clarity, supporting the board by ensuring records are accurate, complete, and accessible.