The primary function of the Secretary is to handle correspondence and other administrative work for the PCYHA. These duties include

• Take minutes at monthly executive meetings.
• Email minutes to President within first week after meeting so the minutes
  can be reviewed for accuracy.
• Email or call officer/boards members requesting agenda topic ideas they would like added to meeting agenda three days prior to meeting.
• Prepare agenda topics handout to be passed out at meeting.
• Make copies of the previous month’s meeting minutes for each member and bring them to the meeting for approval.
• Keep a copy of meeting minutes in Secretary’s notebook.
• Keep on hand letterhead, envelopes, thank you cards, stamps, yellow mailer envelopes for team correspondence.
• Keep any receipts for purchased supplies and turn in to Treasurer as needed.
• Prior to new season, coordinate with Registrar about preparing and mailing out postcards reminding everyone of upcoming registration (See sample in Secretary’s notebook.)
• Other duties as requested by members

Organizationally, the secretary is required to attend monthly Executive Meetings but not Board of Director meetings. The secretary is an acting officer of PCYHA elected by the membership in the spring to a 1 year term.