- Attends all chapter membership and board of directors meetings.
- Is responsible for taking written minutes of all chapter membership
and board of directors meetings.
- In the event that the secretary cannot attend a meeting of the membership
or the board of directors, arranges in advance for an acting secretary
to perform the secretary's functions.
- Includes in minutes the type
of meeting; the date, place and time of meeting; the names and/or number
present; the names of makers of motions and results of votes; statements
of topics discussed and summary of discussions; notice of all reports
given; time of adjournment; and name of the secretary submitting the
minutes.
- Distributes copies of minutes to the president, the newsletter editor,
and members of the board of directors within two weeks after the meeting.
Requests and receives any corrections to the minutes from Board members.
Incorporates only corrections/additions from the chair of the pertinent
committee or the person who actually made the statement being corrected.
(NOTE: All others wishing to suggest a correction outside their committee
or personal statements should notify the chairperson or statement maker
so they can submit corrections.) Sends the minutes in final form to
the newsletter editor before the newsletter deadline.
- May be asked to read the minutes of meetings of the current or previous
calendar year at any chapter meeting.
- Submits requests for funds in writing, with applicable receipts,
to the treasurer. Where no invoice or receipt exists, issues a memo
to the treasurer explaining the incurred expense. Unusual expenses
will
be taken by the treasurer to the president or board of directors for
approval.
- Maintains records as necessary during the year and turns this material
over at the end of the year to the incoming secretary or the chapter
archives as appropriate. Minutes should be kept in a Minute Book that
is passed on from secretary to secretary.
Revised: March 2005
