Recording Secretary

Guilford Board or Commission Recording Secretary Duties

MUST FILL OUT AND SUBMIT TOWN APPLICATION FOR CONSIDERATION: https://www.guilfordct.gov/town_departments/human_resources/index.php

CLICK "EMPLOYMENT APPLICATION" ON THE LEFT. IT WILL REDIRECT TO YOUR DOWNLOADS FOLDER FOR COMPLETION. SUBMIT WITH RESUME TO: HUMANRESOURCES@GUILFORDCT.GOV

Annually:

· Submit the yearly (January-December) meeting schedule for the following year to the Town Clerk by December 31st. You will create the schedule based on the meeting frequency and present to the committee for approval.

Meeting Agenda:

· Work with the Chair to create an agenda for the meeting.

· Submit a physical copy of the agenda to the Town Clerk’s at least 24 hours prior to the scheduled meeting.

· Submit an electronic copy to crowleyb@guilfordct.gov, who will post the agenda on the town website.

· Send meeting notification to Committee members electronically, including the prior meeting’s draft minutes, agenda, and any other documents relating to the agenda.

Meeting Minutes:

· Arrive at the meeting at least five (5) minutes before it starts to be prepared for the meeting.

· Some members may ask for hard copies of the meeting materials (check with your commission members).

· Follow all Freedom of Information (FOI) statutes for municipal meetings.

· Minutes are not intended to be a transcript of the meeting in total. Important items to capture in the minutes are;

· Attendees & absentees

· Time the meeting started and by who

· Follow the agenda and summarize any pertinent discussion

· All motions, including who made the motion and who seconded each motion, as well as recording the vote of each member.

· Time the meeting adjourned and motion made to adjourn the meeting.

· Submit a physical copy of the draft minutes, as well as the final minutes of the previous meeting to the Town Clerk within seven (7) days (not business days) of the meeting.

· Submit an electronic copy to crowleyb@guilfordct.gov, who will post the minutes on the town website.

Payment:

· After each meeting, create an invoice to be presented to the committee at the next meeting for approval.

· Once approved, provide the original to payroll and keep a copy for yourself.

· Direct deposit will be made on the Friday of the following week, after your submittal.

· Travel to and from the meeting location is not paid time.

· You record time spent on creating yearly calendar, meeting preparation, including agenda and distribution to attendees, meeting attendance, meeting minutes and any other additional tasks as requested by your committee.

Pay: $21.00 per hour

Work Location: In person

Salary : $21