Board Secretary

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Our board Help PMD engage more volunteers in helping charities who need volunteer assistance but lack the staffing and other resources to do so. Leverage your expertise and leadership skills so that more people can volunteer productively to make a difference to others and enrich their own lives in the process.
Currently, there are six members on PMD’s Board of Directors with the current clerk’s term ending in April. Board members serve staggered, three-year terms.
Position Responsibilities of PMD Clerk

  • Give email notice of all board and special meetings

  • Keep records of all proceedings of meetings, conference calls, and official board actions between meetings

  • Maintain the record of all Director and Corporate Member elections (proxy and in-person at annual meeting, at board meetings, and/or via email between meetings)

  • Be custodian of the corporate records

  • Work on special projects that may arise


The Clerk should expect to volunteer 40 hours annually. This time is generally concentrated around the board meetings (typically weeknights in January or February, April, and an annual fundraising mailing half-day on a weekend in early-to-mid November), occasionally a day-long retreat (summer), board conference calls, the annual benefit (spring), and any special projects that arise. PMD is keenly aware that many professionals have certain times during the year when they are unavailable – This has not generally posed an issue since meetings, calls, and events are scheduled according to reasonable member availability using scheduling software.

The Clerk does not have to take meeting minutes him/her-self; s/he can delegate this task as long as it is completed within a week. The Clerk must sign and send forms for changes in officers to the Commonwealth, but this form and other filings are completed by PMD’s Executive Director.

Candidates for Clerk must be residents of the Commonwealth of Massachusetts. As a member of PMD’s governing body, some experience in community service is a plus. PMD seeks a three-year commitment, given the importance of continuity of management.
Desired skills
*required
Legal, Board*, Communications*, Management*
When Mutually available weeknights in winter and late April, plus (second or third) weekend half-day in November for a working meeting customizing annual fundraising letters.
Where Downtown Boston or Randolph, MA
Commitment 5 to 7 hours/month
Donation We strive for 100% board giving, but have no strict guidelines around financial contributions.
Requirements Individual directors are expected to participate in the following activities:

  • Make personal financial contributions through annual appeal, annual benefit, and board-organized event every year.

  • Prepare for and participate in all quarterly board meetings.

  • Volunteer for at least two PMD service projects each year.

  • Identify and cultivate donors and benefit attendees from one’s personal circle of friends, colleagues, family, etc.

  • Increase the volunteer base and then cultivate donations from this group.

  • Attend PMD’s annual benefit and actively encourage friends, colleagues, and family to purchase tickets, sponsor, or make donations in lieu of attending.

  • Promote the positive public image of PMD by generating enthusiasm for the organization and its projects in the community (e.g., participation in promotional events such as volunteer fairs, public forums, award events, and friend-raising events, social media about PMD events, etc.).

  • Inform the board president and chair of any situation which might be perceived as a conflict of interest with involvement on the board.

On-boarding

  1. Assuming that there is initial mutual interest, the resume, short biography, cover letter, telephone numbers, and other relevant supporting materials of the potential candidate ("potential") are distributed to all board directors.

  2. The potential should become acquainted with the typical work of PMD, whether by participating in a PMD service project, or if a candidate already has comparable, episodic volunteer experience, by meeting with our executive director to discuss similarities and differences.

  3. The potential receives a copy of the "PMD Board Director Responsibilities & Benefits" and discusses them with a person familiar with board activity.

  4. The potential meets as many board directors as possible, in person or by telephone, at least 40% of the current board directors, for serious discussion about PMD, about the potential, and about the potential's possible role as a board director.

  5. The potential also learns about liability issues that pertain to membership on the board of directors of a nonprofit organization, including but not limited to discussion of liability issues with a current board director.

  6. If mutual interest is still present, a member of the recruiting committee is appointed as the "sponsor" responsible for attesting that steps 1-5 have taken place to the extent practicable and appropriate for the particular potential. The sponsor officially nominates the potential.

  7. The board votes on the potential according to the by-laws, either at a board meeting or via electronic voting tallied and reported by the board clerk.

Our mission

PMD seeks to create a world in which people and businesses are socially aware and engaged in their communities such that they approach volunteerism by learning about problems and needs, becoming familiar with local charities that are working to address them, volunteering reliably, and providing other needed resources to make a difference. Our vision is for everyone to be able to volunteer productively a few times a year so that together we make a real difference throughout the year while learning important things along the way.

Causes
Children, Education, Environment, Hunger, Senior Services