Accepting applications for a board Secretary.

Warfighter Outfitters is now accepting applications for a Secretary position on the board of directors. As life changes come and go and our organization grows so do our positions and we don’t want to add any additional burden on our volunteers. This is a volunteer position on our board of directors and requires at least attendance of 4 board meetings a year. We are looking for someone in central Oregon that is willing to offer their expertise in the position to help us foster and aid in the service of veterans while being part of a kick-ass team of fellow veterans.

 

If you are a Veteran in the Central Oregon area and would like to apply for the position please send your resume and DD-214 to info@warfighteroutfitters.org

 

Below is a rough outline of the duties of a Non-profit Board secretary, Don’t worry, its not all work and no play, as a board member you will have inside access to trips and functions in a managerial role on all trips and events for Warfighter Outfitter and Team Overland offerings. We all love what we do and it shows on our trips and offerings.

 

The secretary position of Warfighter Outfitters plays a critical role in fostering communication and diligence through proper management and utilization of important records such as meeting minutes and the organization’s bylaws. The secretary position has wide-ranging responsibilities, requiring much more than simply being present at all board meetings. He or she is an active conduit for communication by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes. Additionally, the secretary should be knowledgeable of the organization’s records and related materials, providing advice and resources to the board on topics such as governance issues, amendments to the state laws, and the like, that will assist them in fulfilling their fiduciary duties. As the custodian of the organization’s records, the secretary is responsible for maintaining accurate documentation and meeting any legal requirements such as annual filing deadlines. The secretary is responsible for reviewing and updating documents as necessary and ensuring all documents are safely stored and readily accessible.

A secretary will be most useful to Warfighter Outfitters when his or her role is catered to meet the unique structure and specific veterans needs of the organization, rather than filling a “one-fits-all” job description.

Duties may additionally change from time to time as may be assigned to him or her by the board. General Responsibilities Organizations are required by law and by custom to maintain certain records for several purposes, including:

• the accurate recollection of decisions;

• determination of eligibility to vote;

• continuity of policies and practices; and

• accountability of directors and officers.

The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements and to enable authorized persons to determine when, how, and by whom the board’s business was conducted. In order to fulfill these responsibilities, and subject to the organization’s bylaws, the Secretary records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, submits various reports to the board, maintains membership records, fulfills any other requirements of a Director and Officer, and performs other duties as the need arises and/or as defined in the bylaws.

The Secretary is accountable to the Board of Directors. Through the Board of Directors, certain duties of the Secretary may be delegated to the Executive Director, Board members and/or committees as appropriate; however, the accountability for them remains with the Secretary.

The secretary is responsible for ensuring that accurate minutes of meetings are taken and approved. Requirements of minutes may vary with the jurisdiction but should include at a minimum:

• date, time, location of the meeting;

• list of those present and absent;

• list of items discussed;

• list of reports presented;

• text of motions presented and description of their disposition.

The Secretary signs a copy of the final, approved minutes and ensures that this copy is maintained in the corporate records.  The secretary ensures that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents, (eg. letters patent, articles of incorporation), lists of directors, board and committee meeting minutes financial reports, and other official records. Membership Records The Secretary ensures that official records are maintained of members of the organization and Board. He/She ensures that these records are available when required for reports, elections, referenda, other votes, etc.

Bylaws

The Secretary ensures that an up-to-date copy of the bylaws is available at all meetings. Communication The Secretary ensures that proper notification is given of directors’ and members’ meetings as specified in the bylaws. The Secretary manages the general correspondence of the Board of Directors except for such correspondence assigned to others. Meetings The Secretary participates in Board meetings as a voting member. The Secretary provides items for the agenda as appropriate. In the absence of the President (and Vice-President, if the position exists), the Secretary calls the meeting to order, presiding until a temporary chairperson is elected. The secretary records meeting minutes as described above Depending upon the bylaws and practices of the organization, the Secretary may perform these duties for Member meetings (eg. Annual General Meeting) and/or for an executive committee.

Signing Officer

The Secretary may be designated by the Board of Directors and/or bylaws as one of the signing officers for certain documents. In this capacity, the Secretary may be authorized or required to sign or countersign checks, correspondence, applications, reports, contracts or other documents on behalf of the organization.

Filing of Documents

The Secretary may be the registered agent with respect to the laws of the jurisdiction.; the person upon whom legal notice to the corporation is served, and responsible for ensuring that documents necessary to maintain the corporation are filed.

 

 

 

Getting things off the ground……

Starting a nonprofit is not the easiest thing to do by any means. But here are some great tips that will help you if you have the time on your hands, a couple grand to start with and (like all veterans) time to be up late.

When I first started down this road I had really no idea of what it took to get things running. I had been around and served by many non profits such as the Wounded Warrior Project before but these were giant successful entities that I couldn’t comprehend. I have also been a part of small family sized non profits and seen how simple it looked from the outside looking in. After getting to this point and looking back I can tell you this, what you put in is what you will get out.

Have the right reason

I started Warfighter outfitters for a couple reasons. I watched a very close friend to me be on the minutes side of death because he had no contact with the outside world and was drinking himself to death. What saved him? An outing with peers, one simple fishing trip is all it took. Another reason is I am fond of the outdoors and the sportsman’s lifestyle. I am going to be doing it, so I may as well share it with others. If you have the right reason of starting your non profit things will go a lot easier than if you are “working” through the process and not having fun. There is no money in it so don’t even try. There are a lot of charities that are out there for the all mighty buck, but I have yet to see one last for very long. So whatever your passion you can use it to make lives better.

Start with 2 grand

$2,000 bucks is about what you will need to get the ball rolling. I sold some personal items to get the cash and roll forward with the big idea that it will change lives. This will cover your attorneys fees, your state and federal filing fees, and a little left to get your social media, website, and funding campaign up and going.

Find your friends 

You will need a trusted group of folks to serve as a board of directors. Gather up about 5 people you know well enough that will be there when you need meetings, they should be locals to you and you know will share the same vision and have a good time doing it.

Get a good Attorney

This is paramount! Find one that knows their way around non profits and the filing processes. this will be your mentor for the first several years. Every time your are in the office ask all the questions you can and take notes to be ready for the next step. Your attorney will make or break your non profit before it even gets started. They are worth every cent.

Be friends with your local paper editor

When you first start out there is only one way to get the word out, Media! These folks are usually looking for these kinds of stories and if you can give them all the info on your newly minted organization and its mission you have multiplied your audience massively. Be sure to have your web/social/funding sites ready before getting the news out so you can be ready for the cascade of folks that will be interested in your cause.

Do it by the numbers

From day zero, make sure you keep records of everything. make copies of anything that has to deal with your non profit. Create folders in your email accounts and organize every message accordingly, take scans of all the checks and donations you receive. Constantly reconcile, categorize and describe your bank statements. Scan all your documents and save them in perspective files on your computer and back them up on an external hard drive. It may sound like a lot to do, but if you do each item when it happens it isn’t such a load.

Once you get to this stage it is pretty apparent how to manage things in your new mission. I would recommend doing all of this by yourself to really understand the key problem areas to your organization. Once you have a good grasp on things you can then get your board involved with sharing some of the weight such as the secretary and treasurer. I find this way to prove very beneficial since you have already made the mistakes and are teaching the rest how to avoid them. But most importantly, you cant be at the helm and not understand the workings of the ship underneath you.