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Secretary Executive Committee

Keep A Record

So We’ll Know

          What Your Club Needs Secretaries to  Do:

            --Maintain the records of the chapter or group

--Serve  the quasi-legal role of advising the chapter or group on its formal responsibilities to the Club and to the membership, and helping to assure that those responsibilities are carried out.

--Work closely with the chair, including advising on meeting agendas and assisting with the conduct of executive committee meetings.

--Work with the Council delegate to keep informed of national policies and changes that affect chapter operation, and inform the chairs and secretaries of groups and other entities in the chapter of policies and changes that affect their operation.

--Record the minutes in an accurate, understandable manner, reflecting the essence of discussion, including motions and votes (A suggested format is available). This will require attendance at all executive committee meetings (in person meetings every third Saturday of odd numbered months and conference calls every third Wednesday of even numbered months).

--Send out minutes to the executive committee within one week of the meeting for review.  Make requested changes and  re-send to the executive committee in time for the next executive meeting’s vote on approval of the minutes.  Keep a binder of approved meeting minutes.

--One week prior to the executive committee meeting, resend the previous minutes and in particular the action items from the previous meeting.

Secretaries Also Do:  

·        Bylaws:

--Maintain a copy of the Club, chapter and group bylaws and have a copy of each available for reference at each meeting. Chapter secretaries should keep a file of the bylaws of each group and other entities in the chapter.

--Provide copies of the entity’s bylaws to executive committee members and others who request them.

• Elections:
  --Work with the nominating and elections committees to assure the entity’s annual election and any special elections are carried out properly. The secretary has the ultimate responsibility for assuring that information in the ballot materials is correct.
  
  --Inform the candidates in writing of the election results and work with the chair to inform the candidates and executive committee members of the results as soon as the elections committee determines the outcome of the election.

• Meeting Attendance:
  --Keep executive committee and committee leader lists current. Report group and At Large delegates attendance to Executive committee.

--Maintain the executive committee listserv, adding or removing executive committee members when appropriate.

o        Records:
--Maintain a permanent file of bylaws, minutes, policy resolutions, chapter papers, reports and correspondence, and pass the file on to your successor.

--Update the inventory of chapter property.

--Before leaving office, train a replacement.

Time Commitment

          Recording, formatting, sending and correcting the minutes requires about 4-6 hours a month

          Elections occur once a year. During this time, election responsibilities may require 2-4 hours of work a month. 

Meeting attendance may require up to 2 hours per month.