250: Secretary

General Duties

1. The Secretary shall serve for two years, with the term beginning at the second Executive Board meeting following the election of officers. (Bylaws, Article V, Section 3)

2. The Secretary shall keep the minutes of all Executive Board and Association business meetings and have custody of all books and papers relative to the transaction of meetings. (Article V, Section 3) The minutes of meetings for the previous five years shall be available at each Executive Board meeting.

3. The Secretary has custody of the Association’s cassette recorder, which may be used to aid in keeping minutes.

4. The Secretary may remind members at the beginning of each meeting that all motions and resolutions must be presented in writing.

5. The Secretary prints one (1) copy of each Board member’s report, retaining these for the Secretary’s records. Board reports are included in the minutes and are distributed to all Board members electronically and posted on the Association’s webpage once they are approved.

6. The rough draft of the minutes of each meeting should be sent to the President for review, prior to final preparation and distribution to the Board for approval.

7. Minutes of Association business meetings are reviewed by the President or an ad hoc committee. After review, the Secretary makes any corrections and sends a copy to the Newsletter Editor for the pre-conference issue the following year, where they must be published prior to action/approval by the members at the next conference. Other copies are distributed as outlined in the bylaws. (Article X, Section 8)

8. The Secretary may confer with the President and the Archivist to determine other materials to be sent to the Archivist at the end of the year. All correspondence which establishes precedents, sets forth responsibilities or has historical value should go to the Archives.

9. The Secretary shall be on the Association’s banking checking account signature card along with the Treasurer.

10. The Secretary shall maintain and house the Association’s stationery (letterhead and envelopes) and shall make a supply available at each Executive Board meeting.

11. The Secretary shall maintain the assigned copy of the Procedural Handbook in good order, consulting the chair of the Bylaws & Procedures Committee about anything in it that may seem to be insufficient, inconsistent or incorrect. The Handbook should be correct and up-to-date when passed on to the succeeding Secretary.