Secretary Duties Clifton Park Village Cemetery Association
November 2025
Role Overview
The Secretary is responsible for coordinating meetings, managing communications, maintaining official records, and supporting administrative operations of the Clifton Park Village Cemetery Association. This role works closely with the Treasurer and other trustees to ensure accurate documentation and effective organizational coordination.
Core Responsibilities
1. Meeting Coordination & Administration
2. Trustee Communication
3. Mailing & Correspondence Management
Note: All receipts must be retained and submitted for reimbursement through the Treasurer.
4. Issue Management & Coordination
5. Records Management (Critical Responsibility)
November 2025
Role Overview
The Secretary is responsible for coordinating meetings, managing communications, maintaining official records, and supporting administrative operations of the Clifton Park Village Cemetery Association. This role works closely with the Treasurer and other trustees to ensure accurate documentation and effective organizational coordination.
Core Responsibilities
1. Meeting Coordination & Administration
- Schedule all meetings at the Halfmoon Town Hall
- Attend all meetings Record and transcribe meeting minutes
- Prepare and distribute meeting materials for mailing
2. Trustee Communication
- Notify trustees of upcoming meetings, raking dates, and other key events via phone or email
- President or designee will post communications to the web site and/or social media
3. Mailing & Correspondence Management
- Purchase and maintain approximately:
- 150 envelopes (#7 and #10)
- 150 “Forever” stamps
- Prepare outgoing mailings, including:
- Addressing envelopes
- Applying postage
- Including return address labeled: “C.P. Village Cemetery”
- Addressing envelopes
- Coordinate printing of materials at UPS (Clifton Park), typically 2–3 pages per mailing, including:
- President’s newsletter
- Treasurer-provided materials
- President’s newsletter
- Utilize available discounts (e.g., AARP) when applicable
- Send thank-you letters for contributions, based on names provided by the Treasurer
Note: All receipts must be retained and submitted for reimbursement through the Treasurer.
4. Issue Management & Coordination
- Respond to inquiries or issues from:
- Lot owners
- The President
- Other stakeholders
- Lot owners
- Collaborate with the President, Treasurer or Caretaker as needed to resolve issues
5. Records Management (Critical Responsibility)
- Maintain and ensure accuracy of two primary record systems:
- Official Records File
- Contains:
- Division of Cemeteries (Albany) documentation
- Correspondence Other critical records
- Division of Cemeteries (Albany) documentation
- Ensure:
- Documents are organized
- Page protectors are utilized
- All materials are clearly dated
- Documents are organized
- Contains:
- Lot Owner Directory
- Maintain up-to-date records including:
- Names Addresses Phone numbers Email addresses (if available)
- Record all updates, including: Deceased individuals Address changes Ownership changes
- This directory is used for: Annual meeting mailings Official communications
- Names Addresses Phone numbers Email addresses (if available)
- Maintain up-to-date records including:
- Official Records File
- Maintain regular and close communication with the President and Treasurer
- Coordinate on:
- Mailings Record accuracy
- Financial reimbursements
- General operational matters
- Mailings Record accuracy
- Maintain adequate inventory of mailing supplies
- Ensure all documentation is accurate, complete, and properly dated
- Support efficient communication and coordination across the Association