Secretary

The secretary is the board officer who maintains the official records of the association — meeting minutes, board resolutions, governing document amendments, member rosters, and official correspondence. The secretary prepares or oversees preparation of meeting agendas and notices, records the minutes of board and membership meetings, certifies the accuracy of official records, and often manages the member-voting process. Proper minutes are not a transcript — they document who was present, what was discussed, what motions were made, who voted how, and what was decided. Meeting minutes are legal records that may be reviewed by courts, mediators, and future boards.

Accurate minutes protect the board from claims that decisions were made improperly. They also provide the institutional memory that keeps governance consistent across board transitions.