Legal Definitions - secretary

A secretary, in a legal and organizational context, refers to an individual holding a key administrative or officer position responsible for maintaining official records, managing correspondence, and ensuring the proper documentation of an entity's activities. This role is crucial for legal compliance, transparency, and the orderly functioning of corporations, boards, and other organized bodies.

• Example 1: Corporate Governance

  Imagine a large, publicly traded technology company. Its Corporate Secretary is a senior executive responsible for ensuring the company complies with all corporate governance regulations. This includes preparing and distributing notices for board meetings, accurately recording the minutes of those meetings, maintaining the official corporate seal, and overseeing the company's stock transfer records. They also ensure that all shareholder communications are properly managed and that the company's legal documents are meticulously kept.

  This example illustrates the "secretary" as a corporate officer who plays a vital role in the legal and administrative integrity of a major corporation, handling critical documentation and compliance tasks related to its operations and shareholder relations.

• Example 2: Non-Profit Organization

  Consider a local community arts council, a non-profit organization governed by a volunteer board of directors. The Secretary of this board is responsible for taking detailed minutes during their monthly meetings, which document all discussions, decisions, and action items. They also manage the official correspondence of the board, such as sending out meeting agendas and notices to board members and sometimes to the wider community. These records are essential for the organization's accountability and historical reference.

  Here, the "secretary" fulfills the role of recording the proceedings of a deliberative assembly and managing its official communications, ensuring transparency and continuity for the non-profit's governance.

• Example 3: Governmental Planning Commission

  A city's planning commission holds regular public hearings to review zoning requests and development proposals. The Recording Secretary for this commission is tasked with creating a precise and impartial record of these proceedings. This involves documenting who spoke, what was presented, the key points of discussion, and the final votes on each proposal. These official minutes become part of the public record and can be legally referenced in future disputes or appeals regarding land use decisions.

  This scenario highlights the "secretary" as an officer responsible for accurately documenting the proceedings of a governmental deliberative body, creating official records that have legal significance and serve as a basis for public accountability.