Secretary’s Workshop Standard Duties. Usually, the secretary position is the training ground for a...

Secretary’s Workshop

Standard Duties

• Usually, the secretary position is the training ground for a future leadership position

• The standard duties of a secretary are:– Record and keep minutes of all chapter meetings

along with attendance– Distribute the minutes to the chapter after a

meeting by reading at the next meeting– Maintain and archive policies and procedures of

the chapter – use Robert’s Rules of Order and Parliamentary Law and Protocol

Minutes

• The minutes should show:Kind of meeting “Regular” or “Special”Name of the chapter plus chapter numberDate of MeetingPlace of meeting and time startedWho presidedIntroduction of guest, new member (s),

special speaker, topic of speaker

Minutes - 2

• Whether the minutes were read and approved as read or corrected and approved

• Record the Treasurer’s report – Actual balance and the amount on hand for use

• Old business• New business• Committee reports• Time of adjournment

Motion

• If a motion has been made – record the following:

The name of the member introducing the

motion – but not the name making the second, unless there is a special reason for doing so

Purpose of the Minutes

• To report what was done not what is said• When a counted vote has been called for the

number voting - each side should be recorded• Minutes are the accounting of the chapter for

the year and should include records of committee reports, verbatim motions brought to the chapter as well as assigned responsibilities and deadlines for these responsibilities

INCLUDING REPORTS

By Reference

By Synopsis

ILLUSTRATION OF GOOD MINUTES

• Illustrates a Report

• A motion• And a Policy

Change in Accounting

Availability of Minutes• The minutes of the chapter should be easily

available during and after the meetings.• The attendance records of the chapter for all

meetings and activities should be current• Record members and non-members

attendance at meetings and chapter events• Accurate records of members and guest are

very beneficial to the chapter’s membership recruiting and retention efforts

• Availability in notebook forma

• Can be available on website

Position of Secretary

• The position of secretary is not incredibly demanding or time consuming position, but it does require organization and attention to detail

• The minutes, bylaws, policies, and procedures –all have to be consistent

• This position is critical in collecting and keeping the chapter’s historical information as well as communication with the Federation Officers and National Officers.

COMMUNICATIONS• U.S. Postal Service– Address

• Email– How to use Website– Personal list

• Telephone• Source of

Information

Position of Secretary -2

• This job will give you a good idea about how a chapter runs and the foundation for becoming a strong well informed chapter leader

Other duties as Secretary

• Record new slate of officers for current year by using the F-7 form or by internet input by going to “ncnarfe.info” or “narfe.org”

• Record delegates and alternates for current year for State Convention by using the form F-42 or going to ncnarfe.info

• This F-42 form may also be done on the internet

FORMS

• You will be interested – Interactive– DownloadableAnd at times you will need

the others form such as Life Membership Application or Dues Withholding

INTRACTIVE

• The F-7 Form

SECRETARY COMPLETES

OFFICERS LIST

• New Format– Much like

our format– Doesn’t give

feedback

• Commonly Used Printed forms– F-7– F-16– F-16R– F-18– F-10– F-55

F-42 FORM• Options– Complete Paper

Form and Distribute Copies

– Or– Enter on our

webpage and we do the rest

– Register and Credential together

Other duties as Secretary-2

• You may have other assigned duties by your president

• In the absence of an actual parliamentarian, you may be asked to do this job – if so you will need to read your by-laws. This will determine if your chapter follows Robert’s

Rules of Order – Make sure you have a copy of the Robert’s Rules of Order with you at each of your chapter meeting.

Member of the Board

• As Secretary, you are a member of your board• You are responsible for communication the

chapter’s board or any changes to the board to your chapter

• The job of Secretary is important for taking and keeping accurate minutes and records

Records

• Your minutes are your chapter’s archives and will inform future officers and members why decisions were made as well as past issues

• History can only be recalled accurately if it is written down accurately

• When you start out your new year as secretary, you will need to obtain all prior minutes and other chapter related information that are permanent records

RECORDS

• Do you records look like this?

• Or

• Like this • Or do you use

electronic storage

• Like one of these

Additional Duties

• You will need to order all the necessary supplies for your chapter’s operation

• Furnish report and documents to Federation and National Officers as required

• Attend all chapter and board meetings• Maintain a roster of chapter officers,

committee chairs, and members• Maintain a copy of the chapter’s constitution

and by laws.

Additional Duties -2

• Arrive at all meetings well before the meeting begins to make sure every thing is in order

• In the absence of the President and Vice President (s) call the meeting to order and ask your membership to elect a temporary chairperson to conduct the meeting

• Keep appropriate officers and telephone committee advised of new members

A Good Secretary

• A good secretary works closely with the chapter president in preparing the agenda for meetings

• Discussing items to be covered and determining how they should be handled

• Similar cooperation is required with the board, chapter members, federation, and national officers in answering correspondence and performing other duties as assigned

Format for Agenda

• NARFE Chapter 0781 Meeting• Agenda• Date of the meeting• Call to order• Invocation• Pledge to the USA Flag• Program – Guest Speaker and Topic• Members present, new member (s) and guest

Format for Agenda -2• Total present• Minutes - name of secretary and approved or

approved as corrected• Treasurer’s Report – name of treasurer – the dollar

amount of balance and the dollar amount of on hand for use

• Alzheimer’s report• Old business• New business • Committee reports• Adjourn – give time of the adjournment

MINUTES CAPTURE

Guest Speaker’s Speeches

• Your minutes on a guest speaker and his or hers topics should be summarized without comment

• List the main topics of the guest speaker subject – just keep it brief

• List the guest speaker’s employer and job title

End your Minutes

• End your minutes by signing your name, title, date, and adjournment time