Chapter Secretaries’ Workshop

Dale Roscovich, SCTE

Chapter Relations Administrator

Secretary

Definition:

an officer of an organization or society responsible for its records and correspondence  

Related Words:

archivist, bookkeeper, recorder, reporter, transcriptionist; annalist, chronicler, documenter, historian

Communication

• Chapter membership• Chapter board• SCTE headquarters• Chapter Webmaster

• Events, Meetings, Board is current on chapter website

Chapter Webmaster

• Accurate Chapter Officer List• Chapter Events

• Vendor Day• Golf Outing• Chapter Appreciation Event

• Training Schedule

Position Responsibilities

• Maintain Chapter Records and Documents• Bylaws, Board Meeting Minutes, Meeting

Reports, Strategic Plan• Chapter Membership and Participant Lists• Vendor Contact List• Chapter Board Contact List

More Than Just a Meeting Notice• Create flyer with meeting details• Distribute via email

• Include SCTE Chapter Support staff member or chapters@scte.org

• Create meeting announcement for distribution at local system offices• Template on SCTE website

• Post on Social Networking Sites

2011 Compliance and Awards Matrix• Board Meetings (4)• Bylaws• Chapter Leader Roster

• Membership Status• Election Reporting• Technical Training Hours (30)• Financial Reporting and Bank Card Confirmation

Chapter Officer Resources--CORe• SCTE Compliance Information• 2011 Compliance Matrix• Chapter Bylaws Template and Forms• Board Meeting Minutes Templates• Technical Seminar Report Forms• Chapter Leadership Roster• Certification Testing Report Form

Strategic Planning

• Templates available on SCTE website• Calendar of events and goals for the year• Assign responsibilities• Submit copy to headquarters and keep a record in

the chapter files• Review during each board meeting to keep on track• Required to receive full 50 points in matrix• Year-end Evaluation (NEW 2011)

Membership Lists

• List sent to chapter president and secretary in January

• List of current, lapsed and soon to lapse members can be requested at any time

• Available in CORe • Information that is provided should be used for

official chapter business only• CLAS- Chapter Leadership Access Site

Board Meetings

• Board must meet a minimum of 4 times a year• Record board attendance to document absences-

may be removed according to bylaws• Need a quorum to vote- note in minutes • Treasurer’s report presented and reviewed at each

board meeting

During and After the Training

• Attendance Rosters• Have a list of current SCTE members

• SCTE Video Presentation• SCTE Certification Presentation• Certificates of Attendance, if requested

• Available on CORe• Thank you note for the speaker• Meeting Report and attendance roster

Teamwork

“The way a team plays as a whole determines its success.  You may have the greatest bunch of individual stars in the world, but if they don't play together, the club won't be worth a dime.”

  ~Babe Ruth