Board Services

Duties

This position requires dual reporting for various aspects of responsibilities—the President of the College and the Chair of the Board of Trustees. The position of Secretary to the Board of Trustees and the Office of Board Services were established at Mercyhurst College in 2000. The person holding this position serves as the executive assistant to the Chair of the Trustees in particular, and for the entire Board in general for all aspects of its governing responsibilities and trusteeship. In addition, the individual serves as the director of organizational and board communication between the Board and the college community.

Board Relations

Specific duties relating to Board Relations include:

• Serve as liaison between the Chair of the Board and its members and as the communication link between the Board and the President and the Board and the college community
• Provide research for the Chair of the Board on board or college and trustee issues
• Notify the college of major Board decisions
• Conduct trustee orientations for new members and ongoing Board development programs
• Assist committees in scheduling meetings, preparing agendas, etc.
• Develop a flow of information and pattern of communication within the board and develop a sense of inclusiveness among the trustees
• Serve as the coordinator of the Board and its members for all official functions and activities involving trustees
• Prepare and send out notices of all meetings of the Board and its committees, together with an agenda and resource materials
• Keep the corporate seal of the college for certification of documents
• Record Trustee Board minutes and committee meeting summaries
• Maintain a one-year record of Minutes of the Board of Trustees for auditors
• Maintain a second set of minutes of the Board of Trustees in the college archives, board services office, at an off-campus location (Motherhouse) and a third set in a fireproof safe
• Prepare executive summaries of major issues to come before the board as requested
• Prepare an annual budget for the office of board services to cover the cost-of-doing business for the board of trustees and duties of the board secretary
• Maintain the archives for the Board of Trustees and the Presidential archives
• Develop policy statements for review by the Chair upon request
• Handle travel and compensation for the Board
• Publish the Bylaws of Mercyhurst College for board members;
• Retain Articles of Incorporation, Charter of Mercyhurst College , Bylaws, and Agreement between the Sisters of Mercy and Mercyhurst College in the Board Services Office
• Keep the Chair of the Board informed of news at the college as it occurs
• Write letters of commendation for the Chair of the Board as needed
• Maintain a current listing of statutory and emeriti trustees
• Record attendance and provide a record of attendance for trustee renewals
• Issue and collect annually the Conflict of Interest Policy and Declaration Form (April); provide one copy to the Audit Committee, one copy to the finance office; one copy to the President; one copy to the Chair of the Board
• Maintain all trustee records and preserve strict confidentiality in all trustee records and matters of the board, including maintaining an off-campus facsimile for confidential documents and using an off-campus email server
• Attend standing committee meetings and debrief the Chair when absent
• Serve as the liaison between the college and the Association of Governing Boards of Colleges and Universities and inform AGB annually of standing committee members and changes in the roster
• Maintain professional vita files and photographs on individual trustees
• Assist the Chair of the board in carrying out the duties of the chair as requested by providing support service and institutional history
• Maintain a library of publications on various aspects of trusteeship as reference and resource documents
• Develop the content of a board of trustees link to college Web site when and if approved by the Chair of the Board
• Serve as the professional staff person for the board of trustees in all matters relating to the business affairs of the board for carrying out the role of trusteeship of Mercyhurst College
• President's Cards

Contact

Mary Daly
Senior Assistant to the President for Board Relations and Special Events
4th Floor Library
Office: (814) 824-2285
Mobile: (814) 873-3335
Fax: (814) 824-2470
E-mail: mdaly@mercyhurst.edu