Procedures Manual: Secretary

Current Secretary

Position Description

The Secretary is responsible for maintaining all current official records and ensuring closed records are submitted to the Archives Chair.
The Secretary also records minutes for all Chapter Board meetings and the Annual General Meeting.

Duties

Serve as a member of the Chapter Executive Board. It is preferable to have the Secretary and Treasurer have different start/end dates for their terms for continuity.
Attend all Board meetings in person or by teleconference. In the event the Secretary is unable to attend a meeting, the President should be notified as soon as possible. The President will delegate recording duties to another Board member when the Secretary is absent.
Record and distribute minutes of the Chapter's business meetings, including the annual business meeting.
Send a draft copy of the minutes to the President for approval within two weeks of the meeting
Amend the draft immediately following notice of any changes or revisions, and forward a final approved copy of minutes to the Communications Director for posting on the web site. Posting final copies to the web site fulfills the requirement to distribute final copies to all Board members and the Chapter members. On the web site, the minutes are accessible from the link under Leadership > Minutes.
Record and distribute the minutes of the Chapter's annual business meeting.
Maintain all current official records and ensure closed records are submitted to the Archives Chair by December 30
Conduct official correspondence and maintain a file of current records as requested by the Chapter President.
Submit activity reports to all members of the Chapter Board prior to Board meetings
Present an annual report summarizing activities to Chapter Board and President prior to Chapter Annual Business Meeting
Transfer records to the new Secretary at the completion of term

Preparing Meeting Agendas

The Chapter President sends out a draft agenda via email to all Board members one week prior to each executive meeting, and before the annual business meeting.
The Secretary will alert the President of any new correspondence.
The President sends copies of the final agenda the day before each meeting.
The Secretary creates a draft template for the meeting, listing each agenda item, prints a copy, and records the minutes on the template form. Include a roll call list of names on the template, so that attendance can be recorded.

Preparing Minutes

Minutes are a record of the proceedings of a meeting. They should contain a record of actions taken at the meeting. Minutes are to be kept for the annual business meeting, and for all Executive Board and Advisory Board meetings of the Chapter. The first paragraph of the minutes should include the following information:

Kind of meeting: annual business meeting or executive board or Board meeting;
The name of the Chapter;
The date, time and place of the meeting;
The name of the convening officer and secretary or their substitutes, and if an executive board meeting, the names of those present;
Whether the minutes of the previous meeting were read and approved or corrected.
The body of the minutes should contain a separate paragraph for each subject discussed and should include the wording of each motion; the name of the seconder does not need to be entered. The minutes should state if the motion was approved, failed, failed for lack of a second, amended, postponed, or referred. If there is a count taken of a vote on a motion, the count must be recorded.
Depending on the nature of a committee report, it can be summarized by the secretary or included intact in the minutes. The name and the subject of a guest speaker can be given, but no effort should be made to summarize the speaker's remarks.
The final paragraph includes the time of adjournment and the signature of the secretary.
Append the reports from the directors and chairs to the minutes and include them in the copy posted to the website and retained in the Chapter archives.

Send a copy of the minutes to the Leadership Department at the Association Office.

Expenses

Submit to the Treasurer requests for reimbursement of out-of-pocket expenditures with receipts and brief statements concerning the nature of the expenditures.

Last updated July 9, 2007 16:43
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