Environment & Resource Management Division - SLA

SECRETARY

I. Selection and Qualifications

A The Secretary is a Member, Associate Member, or Retired Member of the

Association, as well as a member of the Environment and Resource

Management Division.

B The elected term of office is for two years and is elected in years

alternating with the Treasurer.
    1. The Secretary must have access to the equipment necessary to fulfill the

office of Secretary.

 

II. Functions and Responsibilities

Serves as a member of the Division Executive Board.

Keeps the official record of all meetings of the Division and of the Executive

Board.

With the Chair, shall sign all contracts and other legal documents pertaining

to Division business. Shall keep a copy of all such documents.

Serves as a contact for outside queries by telephone or correspondence in

regard to Division business and refers callers to the appropriate Division officer.

Sends to the Division Archives all worthwhile papers of genuine historical

importance

III. Procedures

    1. Confers with the Chair soon after taking office to discuss those

responsibilities of a secretarial nature which the Chair wishes to delegate,

These duties vary depending upon the resources available to both, and may

include such things as preparation and distribution of Board meeting notices,

distribution of minutes, correspondence, and maintenance of centralized files.
    1. The Secretary should keep and update Division Calendar of Events which

inform members of events, meetings and continuing education opportunities.

This should be published in the Division newsletter.
    1. The Secretary should receive the annual reports from the committee chairs and

the Chair, and maintain them for the current two year term, along with the same

 

 

 

reports prepared during the previous two years. Annual reports should be

published in the Spring issue of the newsletter.

B. Prepares minutes in a standard format, including meeting name, date, place,

times begun and ended, and names of attendees. Minutes should briefly

summarize major points, identify persons presenting those items, and record

actions taken.
    1. Completed minutes must be approved by the executive Board prior to

distribution. Such approval may be based on a draft copy.

    1. Distribution of the minutes should be handled by the Secretary. The

distribution list includes all numbers of the Executive Board present at the

meeting and the Newsletter editor.
    1. The Executive Board should officially approve the minutes as distributed

within 30 days of the draft copies being made available.

    1. The Secretary keeps each year’s minutes in a 3-ring binder with dividers

for each meeting. In addition to the files for the current two years, the Secretary

should keep the files of the two previous Secretaries (four years’ worth) to

permit research of previous actions and / or contract for Board members. Older

files should be turned over to the Archivist.
    1. As soon as possible after new officers are in place, receives a roster of

the Executive Board and committee Chairs. The Chair will also provide the

Secretary with copies of notices and agendas sent to Board members during

the year.
    1. Reviews the appropriate sections of the Procedures Manual annually and

submits corrections, revisions, etc. to the Immediate Past chair.

 
  1. Reports and Records
    1. Submits reports upon call of the Chair.
    1. Sends records from all but two years’ previous Secretaries to the Archivist
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