Being a Secretary

1
Being a Secretary

• The Basics

2
What Does It Take to be an Effective Secretary?

• Understand the policies and practices of the
  organization
• Be prompt
• Attend all meetings, including executive board
  and general membership meetings
• Do accurate and neat work
• Be enthusiastic and dedicated to the work of the
  association

3
Role of the Secretary

• The role of the secretary is to record what
  happens at meetings and to keep the
  organizations records.

4
Duties/Responsibilities of the Secretary

• The duties/responsibilities of the secretary
  include
• -notifying members of meetings
• -preparing an agenda before every meeting
• -take attendance, when required
• -take minutes
• -have minutes available to all members
• -keep a file of all committee reports

• -keeping the official membership roll
• -providing delegates with credentials
• -signing copies of all documents required by the
  by-laws
• -maintain the organizations records
• -calling the meeting to order in the absence of
  the Chair and the Vice-President

5
During Meetings

• The Secretary
• Calls meetings to order in the absence of the
  Chair and the Vice-President
• Keeps attendance or membership roll
• Reads or has printed the minutes of the previous
  meeting
• Reads executive committee reports and/or board
  recommendations (if any) and correspondence (if
  any).
• Counts the vote when requested by the chair.
• Records the particulars and required information
  at the meeting.

6
After Meetings

• The Secretary
• Promptly writes the minutes.
• Sends a rough draft of the minutes to the Chair.
• Notifies the Chair of any motion that requires
  speedy action.
• Gives the President a copy of the names of people
  appointed to special committees, including the
  chairs.
• Notifies officers and chairs of their election or
  appointment.
• Prepares a summary of all unfinished business for
  the President.
• Signs the minutes when they have been finalized.
• Furnishes delegates with credential cards, when
  necessary.
• Along with the President, signs all official
  papers, such as resolutions or motions.

7
What to File

• All officially approved minutes
• All meeting agendas
• All officially approved committee, officer, and
  other miscellaneous reports
• Treasurers reports

• List of committees and their members
• Constitution, Operational Guidelines, and/or
  By-Laws
• Policies and/or Procedures
• Official membership roll

8
Minutes, Motions, and Resolutions

• The secretary is responsible for
• Taking notes on all actions of business meetings
• Preparing minutes from those notes
• Reading the minutes to the assembly
• Recording any corrections and signing the
  approved minutes
• Motions and resolutions should be recorded
  verbatim and should be read back during the
  meeting to make sure they are accurately
  recorded.
• Summarize the discussion, capturing key points
  and decisions reached.
• Separate fact from opinion.
• An exact copy of all officially approved minutes
  should be filed either electronically or in a
  loose-leaf book and kept in a safe place.

9
Basic Parliamentarian Duties

• Report to the President
• Attend and assume the role of Parliamentarian
  during the meeting
• Sit in the designated area for visual access to
  the President
• Function as a non-interventionist
• Assist in maintaining order and adhering to time
  schedules

• Be available to confer with the President
• Be available to meet with the Board at meetings
  whenever needed, as assigned by the President
• Be available to answer questions about the role
  and function of the parliamentarian and
  parliamentarian procedure.

10
Basic Parliamentarian Duties

• Be available to work on other tasks as specified
  by the President.
• Assist with the coordination of motions and
  resolutions as requested.
• Assist with the election and voting procedures.
• Other services as determined necessary by the
  President.
• Provide full philosophical support for the Board
  in all matters related to the conference and
  meeting.