Re: [UUPoly-L] Rich needs buttons

[JasmineGld@aol.com]

In a message dated 2/12/06 8:42:51 PM Eastern Standard Time, 
lisamorgan@lairhaven.com writes:

> What format is the database in? 

Lisa, are you interested in serving as UUPA's Secretary?  The Secretary (and 
all officers) must be active members of UUPA.  Are you a member?  

We will be happen to discuss format and such with anyone interested in 
serving as Secretary.  Qualifications listed below. 

Jasmine Walston
President, UUPA 

Subj: [UUPoly-Org] Search for Secretary  
Date: 2/2/06 5:32:09 PM Eastern Standard Time 

:::snip:::  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, 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 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.