I am Club Secretary...What are my duties?
As the club Secretary, it is up to you to keep the official record of the action of the unit.
- Keep accurate minutes of all official meetings of the organization. Information to be recorded in the minutes are:
- Name of the organization.
- Date and place of the meeting.
- Number in attendance (members and non-members).
- Name of President and Secretary or substitutes.
- The minutes of the previous meeting.
- Important facts about announcements.
- Persons appointed to committees and their assignments.
- The time of starting and adjourning the meeting.
- Information about the program.
- Record motions in parliamentary language and record the name of the person making the motion, that the motion was seconded and whether the motion passed or failed.
- Receive necessary records and keep them properly filed.
- Read the minutes and communications to assembly in a clear, audible voice.
- Record the roll.
- Handle all official reports and correspondence of the organization.
- Keep previous minutes ready for immediate reference, in case of a question about past action is raised or if a motion, which has been tabled or postponed, should be called for.
- Bring to each meeting a copy of the constitution or by-laws for reference if needed.
- Maintain a list of standing and special committee with duties of each committee. Notify committee members of their appointments if they are absent when appointed.
- Call the meeting in order in the absence of both the President and Vice-President. Preside during the election meeting as a temporary chair.
- Send club reports as requested by the President.
- Transfer minutes and records, which are completed and in order, to incoming secretary at the time of the new Secretary's installation.
- Other responsibilities of the Secretary include giving the chair a list of unfinished business before the "Call to Order." The Secretary should discuss the order of business with the President before the "Call to Order.'