SECRETARY/TREASURER
JOB DESCRIPTION AND GUIDELINES

DATE:  

NAME: Kitty Field

TITLE: Secretary/Treasurer

VISION:  

MISSION STATEMENT: The Secretary/Treasurer will support the mission of the Montana Library Association.

GOALS: The Secretary/Treasurer will conduct business of the association as outlined in the MLA Handbook.

OBJECTIVES: 

1. The Secretary/Treasurer will work in tandem with the Executive Director to record votes, keep minutes of all elections and for all meetings and proceedings of the Board of Directors and the members. In addition, the Secretary /Treasurer will serve notice of meetings of the Board of Directors and the members; keep appropriate records showing members of the Association together with their addresses; and perform other duties as required by the Board of Directors.
2. The Secretary/Treasurer will serve as the chair of the Budget Committee and will be responsible for collaborating with the Executive Director in preparing an annual budget, monitoring expenses, and overseeing financial reporting, and administering the Association's financial policies and procedures. 
3. The Secretary/Treasurer will transmit to the incoming Secretary/Treasurer material needed by the new officer. 
4. The Secretary/Treasurer will collaborate with the Executive Director to forward Association materials of historical value to the Montana State Historical Society.

TIMELINE:  

MAY: Assist Executive Director in collecting information for the budget for the fiscal year.

JUNE: Sign check for Executive Director. Transmit records, files or other pertinent information to successor if completing term

JULY: Assume office if newly elected.

AUGUST - DECEMBER: Assist the Executive Director where needed and assume respon- sibilities as required by the President.

JANUARY: Sign check for Executive Director. Attend Legislative Day upon request of the President if a legislative year.

FEBRUARY: Attend Board of Directors meeting. APRIL: Attend annual business meeting of members of the Association. Attend Board of Directors meeting. Attend any meeting of the Executive Committee called by the President.

JOB DESCRIPTION:  

The Secretary/Treasurer, as a voting member of the MLA Board, attends board meetings and all MLA functions, which can include Legislative Day, annual conference, etc. as requested by the President. He/she is a member of the Executive Committee of the MLA Board and assists in decision making required to conduct Association business when a meeting of the entire board is not possible. The Secretary/Treasurer signs the Administrative Assistance's paycheck. At the annual conference, the Secretary/Treasurer gives a report on the Association's financial status to the members during the general membership meeting. Correspondence is mailed out by the Secretary/Treasurer on behalf of the Association when requested to do so by the President. Along with the President and President-elect, the Secretary/Treasurer completes a performance evaluation of the Executive Director.

COMMITTEE ROSTER: N/A

BUDGET:  

HISTORY: Alice Meister is the immediate past Secretary/Treasurer. Presently, Kitty Field is acting as Secretary/Treasurer. 

PROBLEM AREAS:  As outlined in the MLA Handbook, the Secretary/Treasurer is responsible for the corporate seal of the corporation. Presently, it seems to be missing. Where might the seal be and once found how should it be used in the future? What papers or documents require the seal?