[UUPoly-L] Search for Secretary

[JasmineGld@aol.com]

Due to the stresses of over-commitment, Lance Brown is resigning from the  
UUPA Board of Trustees, effective Feb 15, 2006.  In addition to Trustee,  Lance 
has been serving as UUPA's Secretary.  Ken Haslam, UUPA  Vice-President, has 
been appointed by the Board to serve temporarily as  Secretary, effective Feb 
15, until a replacement Secretary can be found.   

UUPA wishes to thank Lance for his service to UUPA on the Board of  Trustees 
and as Secretary, and for his ongoing service in website support.   

The UUPA Board of Trustees is now searching for volunteers and/or  accepting 
nominations for the office of Secretary.  This is an opportunity  to 
participate in UUPA's ground-breaking work of support, education, and  spiritual 
encouragement regarding polyamory, work which I personally find to be  a privilege.  
The office of Secretary is vital to UUPA's long-term  success.  This 
volunteer position requires organizational skills, time, and  visibility.  The 
Trustees are looking for someone (1) with experience  at maintaining organizational 
records, (2) who enjoys this type of  work, (3) is willing to visible about 
association with UUPA, and (4) who  has enough time available to commit to this 
crucial job.  Ideally, we would  like to find someone who feels called to this 
specific service in support of  UUPA and UUPA's mission.  
 
If you are interested in serving as UUPA's Secretary, please review the  
Secretary's duties, listed at the end of this message.  Volunteers/nominees  are 
asked to send a bio and resume to _uupa@uupa.org_ (mailto:uupa@uupa.org) , and 
include a brief discussion of  previous involvement in UUPA and why UUPA 
matters to you.  Please also make  sure that your membership in UUPA is current.  
If you are not sure, you may  write to _uupa@uupa.org_ (mailto:uupa@uupa.org)  
to ask, or you  may fill out a membership application, which will extend 
current  memberships.  
 
To date, the UUPA Secretary has always been a full voting member  of the 
Board of Trustees. If you are interested in serving as Secretary  without serving 
as a Trustee, please note this in your bio/resume, and the Board  will look 
into the possibility.  
 
Thank you, and I look forward to receiving qualified nominations. 
Jasmine Walston, UUPA President  (see duties  below)
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Duties  of the Secretary, excerpted from the UUPA Bylaws: 

SECTION 6.5.  NOTICE OF MEETINGS
...The Secretary shall cause such  notice to be sent by first-class mail at 
least 30 days in advance of the  meeting... the Secretary shall enumerate the 
names and addresses of all the  voting members. Timely notice shall be sent to 
all the voting members thus  enumerated....
 
SECTION 6.8.  CONDUCT OF MEETINGS
...The Secretary shall act as  secretary of all meetings of the members, 
provided that, in the Secretary's  absence, the chairperson shall appoint another 
person to act as secretary of the  meeting. 
 
SECTION 6.10.  CONDUCT OF MAIL BALLOT
...Upon demand by the Polling  Committee, the Secretary shall enumerate the 
names and addresses of all the  voting members as of the date the mail ballot 
was called. 
 
SECTION 6.11.  VOTING ROLL
The Secretary shall maintain a voting  roll to record the names and addresses 
of all the members who are eligible to  vote at an impending meeting or in a 
pending mail ballot.
 
SECTION 7.1.  NOMINATING COMMITTEE
...The Secretary shall serve on  the Nominating Committee ex officio, without 
voting, and shall not be counted as  one of its three members.

SECTION 10.6.  CONDUCT OF MEETINGS
...The Secretary of the  association shall act as secretary of all meetings 
of the Board, provided that,  in the Secretary's absence, the chairperson shall 
appoint another person to act  as secretary of the meeting.

SECTION 11.2.  QUALIFICATION
All Officers shall be duly qualified  voting members of UUPA.... 


SECTION 11.3.  APPOINTMENT
Officers shall be appointed by the  Board, and each such appointment shall 
require the approval of a majority of the  Trustees then in office....

SECTION 11.4.  TERM
The President, Vice President, Secretary, and  Treasurer shall hold office 
until the next Transitional Meeting of the Board, or  until such Officer resigns 
or is removed or is otherwise disqualified to serve,  or until such Officer's 
successor shall be appointed and qualified, whichever  occurs first.


SECTION 12.1.  GENERAL DUTIES
Officers shall perform any and all  duties imposed on them collectively or 
individually by law, by these Bylaws, or  as properly prescribed by act of the 
members.

SECTION 12.5.   SECRETARY
The Secretary shall:
(a)  See that the association's  records are maintained in accordance with 
the provisions of these Bylaws  relating to "Corporate Records, Reports, and 
Seal;"
(b)  Supervise  the security, integrity, and appropriate availability of all 
records of the  association;
(c)  Be custodian of the records and of the seal, if  any, of the 
association, and see that the seal, if any, is affixed to all  documents requiring it;
(d)  See that all notices are duly given in  accordance with these Bylaws or 
as required by law;
(e)  Keep a  registry of the addresses of every person entitled to notice of 
meetings of the  Board of Trustees;
(f)  Exhibit, or cause to be exhibited, to members  and Trustees, at all 
reasonable times, such books and records of the association  as are subject to 
their inspection pursuant to the provisions of these or any  requirement of law;
(g)  In general, perform all duties incident to  the office of Secretary and 
such other duties as may be required by law, by  these Bylaws, or as may be 
properly prescribed by the members or the Board of  Trustees.

SECTION 16.1.  MAINTENANCE OF CORPORATE  RECORDS
The Secretary shall take all reasonable steps to assure that no vital  
records of the association are in the sole possession of any one officer or  agent 
of UUPA. The Rules of UUPA may specify a location where the following  records 
shall be kept, maintained, and appropriately made  available:
(a) A written copy, certified by the Secretary of the  association, of the 
Bylaws as amended to date.
(b) A copy, as recorded  within the past thirty (30) days in a form approved 
by the Secretary, of the  minutes of all meetings of Trustees, committees of 
the Board, and minutes of all  meetings of members, indicating the time and 
place of holding such meetings,  whether regular or special, how called, the 
notice given, and the names of those  present and the proceedings thereof;
(c) A copy, as recorded within the  past thirty (30) days in a form approved 
by the Secretary, of adequate and  correct books and records of account, 
including accounts of the association's  properties and business transactions and 
accounts of its assets, liabilities,  receipts, disbursements, gains and losses;
(d) A copy of all significant  correspondence between the association and any 
statutory authority, including  copies of all required reports, returns, and 
identification numbers or  codes;
(e) A copy of all significant correspondence between the  association and the 
UUA, including reports submitted by the association pursuant  to the Rules of 
the UUA;
(f) A list, as recorded within the past thirty  (30) days in a form approved 
by the Secretary, of the current and past members  of the association, 
indicating their names, their addresses, the class of  membership held by each 
member, the date of each member's admission to  membership, and the date upon which 
each member's class of membership expired or  will expire unless renewed.
(g) Any ballots conveyed to the Secretary by  the Polling Committee within 
the past twelve months. Lists and ballots  containing the identities of 
pseudonymous members may be kept in other  locations, as specified by the Rules of 
UUPA or, if not so specified, at the  decision of the Secretary.


Additional requirements of the Secretary: 
* Willing to be visible  about association with and service to UUPA.  
* Willing to publish name,  position, and contact info in various venues, 
including name,  position, and email address on the UUPA website.  
* Mail new member packets
* Accept resignations and petitions from  members and notify Trustees of such 
* Attest to votes or elections on various organization or legal documents 
* Double check records received from outgoing Secretary to make sure they  
are complete and in good order.