Chapter Manual - V. Executive Board - Recording Secretary

Added by Karen Huffman, last edited by Sage Hulsebus on Nov 13, 2008  (view change)

Table of Contents

Recording Secretary Overview

Election: Elected biennially by a simple majority of the votes cast by the Chapter membership. (See Chapter Bylaws Article III, Section 5; Article IV, Section 4; and Article X).

Qualifications: Candidates for office must be able to attend Board meetings regularly, record the minutes, and have them typed from notes and distributed prior to the next Board Meeting.

Term: Two years; may be reelected to a second consecutive term, but not to a third.

Functioning Committee: None

Roles and Responsibilities

The Recording Secretary shall keep an approved record of all meetings of the Chapter and Board; and sign legal documents jointly with the President.

Duties

  1. Letter of Authentication and Privilege: At the start of the Association's year, the Treasurer provides the Recording Secretary with a letter of authorization addressed to the Chapter's bank which notifies the bank of changes in the signatory privileges governing Chapter accounts. The letter identifies the Chapter's active account numbers, transmits revised signature cards, and confirms the status of the Chapter's financial accounts as current and active. The Recording Secretary witnesses the signatures of the Chapter President and Treasurer and returns the letter to the Treasurer, who forwards it to the bank. The notice of authentication and signatory privilege must be completed annually, preferably before July 1. One copy of the authenticating letter is retained in the records of the Treasurer.
     
  2. Board Minutes: Minutes are the proceedings of a meeting. They should contain a record of actions taken at the meeting. Minutes are to be kept for all Chapter Executive Board meetings.
      
    The first paragraph should include:
    a. Kind of meeting
    b. The name of the chapter
    c. The date, time and location of the meeting
    d. Whether the minutes of the previous meeting were read and approved or corrected.
     
    The body of the minutes should contain a paragraph for each subject discussed and should include the wording of each motion; the name of the seconder does not need to be entered. The minutes should state if the motion was approved, failed, failed for lack of second, amended, postponed, or referred. If there is a count taken of a vote on a motion, the count must be recorded.
     
    Reports submitted during the Board meeting can be summarized. The name and subject of a guest speaker can be given, but no effort should be made to summarize the speaker's remarks.
     
    The final paragraph includes the hour of adjournment and the signature of the secretary. Omit the words "respectively submitted."
     
  3. At each Board Meeting, the Recording Secretary provides a draft of minutes from the previous Board meeting.
     
  4. The recording secretary must record a roll of attendance for Executive Board and Advisory Council members present.
     
  5. The Recording Secretary forwards approved minutes to the Archivist, including minutes from executive sessions.
  6. The Recording Secretary maintains Board Minutes in both print and electronic formats.
     
  7. The Recording Secretary posts approved minutes online (excluding executive session) after any public announcements that need to be made (such as election results and awards) are made.
  8. In the event the Recording Secretary is unable to attend a Board Meeting, the task of recorder may be delegated to another Executive Board member by the President.

Files for the Next Recording Secretary

Reports

  1. Maintains a full record and index of Board Minutes for the preceding twelve months both in print and on the Chapter Web site.
  2. At the end of the Association year, the minutes of the preceding year are retained in the file of the Recording Secretary, and one print and one electronic copy of the minutes of the earlier year are forwarded to the Chapter Archivist.
  3. Completed files, working papers, and correspondence of any specific year shall be transferred to the Chapter Archivist for review, selection and storage.

Expenses

Requests for reimbursement of out-of-pocket expenditures may be submitted to the Treasurer, and should be accompanied by receipts if available and brief statements concerning the nature of the expenditures. Unplanned expenses over $100 needs to be approved by the Treasurer and the President's approval.

Labels