Secretary Primer

San Francisco Pride Celebration Committee, Inc.

Role Overview

The Secretary acts as the custodian of the Corporation’s records. The role focuses on ensuring accurate documentation of meetings, proper notice of meetings, and maintenance of membership records.

Reference: Bylaws Article 8, Section 8

Key Responsibilities

Record Keeping: Supervises the keeping of a full and complete record of proceedings of the members, the Board of Directors, and its committees (Minutes).
Notices: Supervises the giving of such notices as may be proper or necessary (e.g., meeting notices).
Corporate Records: Supervises the keeping of minute books and membership records.
Other Duties: Performs other powers and duties as prescribed by the Board or Bylaws.

Authority & Powers

Meeting Management

Notices: Responsible for giving notice of each members meeting (or overseeing staff doing so).
- Annual General Meeting: Notice provided 20 days prior for members.
- Monthly/Regular Meetings: Notice provided 10-90 days prior for members.
- Special Meetings: Notice provided 30-90 days prior for members.
Special Meeting Requests: Receives written requests for special meetings from members.

Reference: Bylaws Article 5, Sections 6 & 4

Membership Records

The Secretary ensures the organization maintains a membership roster containing names and contact information.
Responsible for furnishing copies of Articles and Bylaws to members upon written request if the corporation has no principal office in California.

Reference: Bylaws Article 3, Section 7; Article 4, Section 2

Executive Committee

The Secretary serves as a member of the Executive Committee, alongside the President, Vice President, and Treasurer.

Reference: 3.4 Executive Committee Rules

Key Deadlines

Meeting Notices: Ensure all meeting notices are sent within the specific windows required by the Bylaws.
Minutes: Ensure minutes from previous meetings are prepared and distributed for approval at the subsequent meeting.

Document Prepared: January 4, 2026