Tips for Secretaries by alicejenny


									                        Presented By:
      PSE State Secretary Reen Doser
PSE Executive Assistant Vicky Ransom
PSE appreciates your willingness to Step Up and
 help make your chapter successful!

Okay – You volunteered to be the chapter
 secretary – what does that mean?
Check your bylaws – there should be a “job
 description” in them that will help define
 your role and responsibilities.

If there isn’t – then now is the time to meet
  with your executive board, board of
  trustees and get ALL the roles defined.

People are more willing to volunteer if they
 know what the parameters are.
The Chapter secretary is responsible for:

   Taking minutes at chapter and Board of Trustee meetings.

   Providing and keeping the sign-in sheet for chapter

   Any correspondence the chapter may receive.

   You are the historian. Good minutes serve to refresh the
    recollection of members who attended the meeting. In case
    of future controversy, minutes interpret actions approved by
    the body.
   Minutes record the substance of a meeting and are to
    be a clear, accurate, concise and informative record of
    the proceedings.

   Minutes should record WHAT WAS DONE, not what was

   Flowery descriptions, personal opinions, and long
    irrelevant paragraphs are not acceptable for formal or
    even informal minutes.

   Minutes should not be typed verbatim except when
    there are motions.
   An agenda for the meeting should be sent out in
    advance of the meeting.
   If that does not occur, an agenda should be
    distributed at the beginning of the meeting. Items
    which require action should be identified.
   When the meeting is called to order, the secretary
    should note the time and those present and
   A sign-in sheet is useful to document attendees.
   Typically, you note who is absent at executive
    board or board of trustee meetings.
   A copy of the minutes from the previous meeting should be
    distributed at the meeting. It is not necessary to read them.

   Minutes are generally approved by general consent. No
    motion is required. This should be recorded as,
    “The minutes from the February 21, 2009 meeting were approved as
    presented (as amended.)”

   Minutes may be corrected whenever an error is found,
    regardless of the time that has elapsed.

   Unless previous notice has been given, correction of minutes
    after they have been approved requires a two-thirds vote.
Minutes should:
•   identify the item of business,
•   highlight the discussions resulting in an action, and
•   describe the disposition of the items. Clearly indicate what was
    done, by whom and why.

Motions should be typed so they stand out on the page. They
 should be worded so that they can stand alone:
    I move that the Board of Directors accept the 2008-2009 Operating Budget as presented by the
           Motion made by: Sally Jones        Seconded by: David Green
           Motion carried unanimously.
   There are several ways to properly record a motion. You may

        “It was moved by _________ and seconded by _______that
        we send four members to legislative conference.”
        “It was moved and seconded that we send four members
        to legislative conference.”

   The correct language is “I move that . . .”,   NOT “I make a
    motion that . . .”

   Aside from brief explanatory remarks, it is not permissible
    to discuss the merits of a motion until the motion has been
   You should be prepared to restate pending motions
    verbatim when asked to do so.

   If your minutes require that the person making the motions
    be named, it is permissible to ask the chair for the
    individual’s name.

   Request that the speakers state their name clearly and
    provide you a written copy of any lengthy reports (i.e.,
    treasurer’s report).
   Before the vote, the motion should be restated by the
    chair so everyone knows what they are voting on.

   If the results of a voice vote are unclear, you may
    request the chair require a show of hands of members
    of the “aye” and “no” votes.
   Minutes should follow the order of discussion as listed on
    the agenda.

   If there was a lot of discussion you may simply state, “After
    lengthy discussion, it was moved…”

   At the conclusion of the meeting, make a list of items that
    need to be followed up on. Also compile a list of anything
    from the agenda which did not get completed and carry those
    items over to the next meeting as UNFINISHED BUSINESS.
   In the minutes, note the time the meeting was

   The minutes are closed with the signature and title of the
    person who actually prepared the minutes. “Respectfully
    submitted” is outdated; simply sign the minutes:

                             Sally Smith
                         Sally Smith, Secretary

   Minutes are the legal record of the proceedings and should
    never be destroyed.
   The following is a list of records chapters normally maintain and a
    recommended retention schedule.

                         TYPE OF RECORD                                           RECOMMENDED RETENTION PERIOD
    Accounting Documents                                                7 years
    •Banking records, reconciliations, deposit slips, bank statements
    •Cancelled checks
    •Check books
    •Petty cash records

    Annual Chapter Financial Report (filed with PSE)                    Permanently

    Board of Trustees/Executive Board Minutes                           Permanently

    Bylaws (old bylaws for historical purposes)                         Permanently

    Chapter Audit Records                                               Permanently

    Chapter Election Ballots                                            1 Year

    Chapter Meeting Minutes                                             Permanently

    Grievance files                                                     Permanently

    Labor Management Notes/Records                                      Permanently

    Negotiation records                                                 Permanently

    Tax records                                                         Permanently

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