Birmingham Meeting Secretary Responsibilities
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Birmingham Meeting September 2018
Meeting Secretary Responsibilities
- COMMUNICATIONS AND PUBLIC RELATIONS
- Maintain and update meeting Calendar
- Produce and distribute weekly Bulletin
- Collect information from the Meeting such as calendar, announcements, opening exercises, greeters and refreshments
- Collect other information such as readings, birthdays and anniversaries as space allows
- Collect and coordinate items for the Messenger (joint newsletter with West Chester Meeting)
- Collect information from the Meeting
- Collect information from other sources, i.e., Quarterly and Yearly Meeting, community events, etc.
- Assemble information including Monthly Meeting Minutes and deliver to West Chester Friends Meeting
- Assist with preparation of mailing with West Chester Meeting
- Maintain Meeting web site and calendar
- Update calendar, flyers, and documents available on-line
- Update and maintain white board, bulletin boards and information centers
- Interface with the public and Quaker community
- Collect, read and distribute mail and emails
- Answer phone and respond to questions
- Provide information to tours and visitors
- Interface with public agencies and service contractors
- Keep public forms and applications up to date for food Service, Board of Elections and Birmingham police
- Co-ordinate building access for service contractors
- MAINTAIN MEETING RECORDS
- Act as Meeting Recorder
- Coordinate data consistency between Meeting, PYM and Committees
- Maintain and update member information
- Provide annual membership statistics to PYM
- Reconcile membership statistics between Meeting and PYM
- Maintain the Recorder Key Book
- Maintain meeting database
- Back up meeting computer
- Preserve minutes from Monthly Meeting for Business
- Maintain a user-friendly file system
- Assist in archiving Meeting Records, as needed
- Maintain Meeting Directory and Committee Lists
- Prepare name tags
- Act as Meeting Recorder
- ASSIST MEETING CLERK AND COMMITTEES
- Meet with Meeting Clerk on a regular basis
- Prepare, distribute and file Monthly Meeting for Business agenda documents, as needed
- Attend Monthly Meeting for Business
- Assist committees with mailings as needed
- Print reports as needed by committees
- Preserve committee meeting minutes and other files
- Create sign-up sheets: refreshments, opening exercises, greeters
- MAINTAIN OFFICE SUPPLIES
- Stock pamphlets and Faith and Practice
- Maintain and order office supplies
- Re-order literature subscriptions