|
The Secretary manages all non-financial records of the
Chapter and provides support to the other officers in the
arrangements of any meetings or votes.
In reality, the Business Manager has physical custody of
all records, both electronic and paper. Records are stored
by year and by functional area.
As with all board functions, the Secretary's
responsibilities are outlined in the Policies
and Procedures Manual.
The Secretary arranges dates,
times, and locations for all board meetings, secures
refreshments for those meetings, takes the minutes and
provides copies of those minutes after the meetings. The
timeline is as follows:
| November board meeting |
Establish day, date, time
and location for the year |
| 1 week before the board
meeting |
**Send request to Board members for narrative reports (includes financial report)
**Get with President to determine agenda based on requests for time on agenda
**Request names of guests, directors, remote attendees, those not attending
**Request food orders
**Ask for reports by a specific deadline
**Arrange for food and beverages |
| 2 days before the board
meeting |
**Send compiled Board report to all Board members
and Business Manager
**Compiled report includes agenda, financial report, narrative report, prior
minutes and any attachments
**Agenda should include logistics for next meeting |
| Board meeting |
**Get prior minutes approved
**Take minutes of current meeting
**Obtain electronic copies of all handouts
**Confirm date, time and location of next meeting
|
| 1 week after board meeting |
**Send draft of minutes to President and Business Manager for any comments and changes
**Send electronic copies of all handouts to Business Manager for inclusion in the permanent record |
| 2 weeks after the board
meeting |
**Send revised minutes to entire Board and Business Manager
**Business Manager posts minutes on web site |
Return
to Top
|
