Secretary’s Duties and Secretary’s Duties and ResponsibilitiesResponsibilities

Standard DutiesStandard Duties

Federation Secretary Gracie Couch-2010Federation Secretary Gracie Couch-2010Phone: 252-937-4648Phone: 252-937-4648

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The standard duties of a secretary are:

– Record and keep minutes of all chapter meetings Record and keep minutes of all chapter meetings along with attendancealong with attendance

– You are a corresponding officer for your chapterYou are a corresponding officer for your chapter– Distribute the minutes to the chapter after a Distribute the minutes to the chapter after a

meeting by reading at the next meetingmeeting by reading at the next meeting– Maintain and archive policies and procedures of Maintain and archive policies and procedures of

the chapter – use Robert’s Rules of Order and the chapter – use Robert’s Rules of Order and Parliamentary Law and ProtocolParliamentary Law and Protocol

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Position of Secretary

• The position of secretary is not incredibly demanding or time consuming position, but it does require organization and attention to detail

• The minutes, bylaws, policies, and procedures –all have to be consistent

• This position is critical in collecting and keeping the chapter’s historical information as well as communication with the Federation.

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Other duties as Secretary

• Record new slate of officers for current year by using the F-7 form or by internet input by going to www.ncnarfe.info - Demonstration

• Record delegates and alternates for current year for State Convention by using the form F-42 – this may be done on the internet Demonstration

• Using the internet is much easier – you can print your forms that are complete for your hard copy of records.

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Other duties as Secretary

• You may have other assigned duties by your presidentYou may have other assigned duties by your president• In the absence of an actual parliamentarian, you may In the absence of an actual parliamentarian, you may

be asked to do this job – if so you will need to read be asked to do this job – if so you will need to read your by-laws and use the Robert’s Rules of Order your by-laws and use the Robert’s Rules of Order

• Furnish delegates and alternates with credentials for Furnish delegates and alternates with credentials for State ConventionState Convention

• Maintain record books containing: Bylaws, special Maintain record books containing: Bylaws, special rules of order, standing rules, and minutes and have rules of order, standing rules, and minutes and have the current record books on hand at meetings.the current record books on hand at meetings. DemonstrationDemonstration

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Availability of Minutes

• The minutes of the chapter should be easily available during and after the meetings.

• The attendance records of the chapter for all meetings and activities should be current

• Record members and non-members attendance at meetings and chapter events

• Accurate records of members and guest are very beneficial to the chapter’s membership recruiting and retention efforts

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• Your minutes are your chapter’s archives and will Your minutes are your chapter’s archives and will inform future officers and members why decisions inform future officers and members why decisions were made as well as past issueswere made as well as past issues

• History can only be recalled accurately if it is written History can only be recalled accurately if it is written down accuratelydown accurately

• When you start out your new year as secretary, you When you start out your new year as secretary, you will need to obtain all prior minutes and other will need to obtain all prior minutes and other chapter related information that are permanent chapter related information that are permanent records – keeping them on the website is a good records – keeping them on the website is a good option!option!DemonstrationDemonstration

Records

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Member of the Board

• As Secretary, you are a member of your board• You are responsible for communication the

chapter’s board or any changes to the board to your chapter

• The job of Secretary is important for taking and keeping accurate minutes and records of the board and bring back to the chapter

• Record what is done not what is said

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Additional Duties

• You will need to order all the necessary supplies for your chapter’s operation

• Furnish reports and documents to Federation as required

• Attend all chapter and board meetings• Maintain a roster of chapter officers,

committee chairs, and members• Maintain a copy of the chapter’s constitution

and by laws. Online is option. Demonstration

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Additional Duties

• Arrive at all meetings well before the meeting begins to make sure every thing is in order

• In the absence of the President and Vice President (s) call the meeting to order and ask your membership to elect a temporary chairperson to conduct the meeting

• Keep appropriate officers and telephone committee advised of new members

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A Good Secretary

• A good secretary works closely with the chapter president in preparing the agenda for meetings

• Discussing items to be covered and determining how they should be handled

• Similar cooperation is required with the board, chapter members, federation, and national officers in answering correspondence and performing other duties as assigned

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Format for Agenda

• NARFE Chapter 0781 Meeting AgendaNARFE Chapter 0781 Meeting Agenda• Date of the meetingDate of the meeting• Call to orderCall to order• InvocationInvocation• Pledge to the USA FlagPledge to the USA Flag• Welcome and introduction of new members and Welcome and introduction of new members and

visitorsvisitors• Program – Guest Speaker and TopicProgram – Guest Speaker and Topic• Reading of the minutesReading of the minutes

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Format for Agenda

• Treasurer’s Report – name of treasurer – the dollar amount of balance and the dollar amount of on hand for use

• Committee reports• Unfinished business• New business• announcements• Adjourn – end your minutes by signing your name, title,

date, and adjournment time• Next meeting date – place on website calendar -

Demonstration13

Guest Speaker’s Speeches

• Your minutes on a guest speaker and his or hers topics should be summarized without comment

• List the main topics of the guest speaker subject – just keep it brief

• List the guest speaker’s employer and job title

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Minutes• The minutes should show:The minutes should show:

Kind of meeting “Regular” or “Special”Kind of meeting “Regular” or “Special”Name of the chapter plus chapter numberName of the chapter plus chapter numberDate of MeetingDate of MeetingPlace of meeting and time startedPlace of meeting and time startedWho presidedWho presidedInvocationInvocationPledge of AllegiancePledge of AllegianceWelcome and introduction of guest, Welcome and introduction of guest, new member(s), new member(s),

special speaker, special speaker, topic of speaker topic of speaker

Minutes cont.

• Reading of minutes - approved as read or Reading of minutes - approved as read or corrected and approved (never erase –mark corrected and approved (never erase –mark through the error)through the error)

• Record the Treasurer’s report – Actual balance Record the Treasurer’s report – Actual balance and the amount on hand for useand the amount on hand for use

• Committee reportsCommittee reports• Unfinished businessUnfinished business• New businessNew business• Announcements and time of adjournmentAnnouncements and time of adjournment

Summary of Motions:• MAIN: Actions of a main motion: Second required,

debatable, amendable, majority vote required, and purpose – to introduce new business.

• SUBSIDIARY: Limit or extend limits of debate – second required, not debatable, amendable, and two-thirds vote

Postpone to a certain time: second required, debatable, amendable, majority vote required – to delay an action

Refer to a committee: second required, debatable, amendable, and requires a majority vote – to place business in the hands of a committee

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Amend – second required, debatable, amendable, majority vote required – to modify or alter a motionLay on the table: second required, not debatable, not amendable, requires a majority vote – to set aside an item of business temporarilyPrevious Question: second required, not debatable, not amendable, requires a two-thirds vote – to close debate immediately.Postpone indefinitely: second required, debatable, not amendable, and requires a majority vote – to kill a motion without bringing it to a vote.

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PRIVILEGED MOTIONS: Kind of motionsAdjourn: second required, not debatable, not amendable, majority of a vote required – to end the meetingTake a Recess: second required, not debatable, amendable, majority of a vote required – to interrupt a meeting for a short time or provide an intermissionRaise a Question of Privilege: no second, not debatable, not amendable, no vote required – to obtain an action immediately in an emergencyCall for the orders of the day: no to all – second, debatable, amendable, vote – to demand the chair to proceed with regular order of business

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WHERE TO GET HELP

• The federation secretary is your first resource for:– Documents, forms, contacts at National– Assistance with transferring information using the

National website and the Federation website– Questions on storage and transfer of secretarial

records– General assistance on organization and

regulations

Emphasis this year

• Keeping your chapter rosters up-to-date– If you are having problems then call, email, or mail

me your information and I’ll assist you– Please send me a copy of your F-7 if you file on

the National website– Always check on the Federation website to make

sure your F-7 is up-to-date– Don’t forget to Include your dues, meeting

information, and date of changes

Emphasis this year, cont.

• Filing Credentials for the Federation Convention– We are using the Federation website to file

Delegate Credentials.– You may still sent the F-42 form to me and I’ll

enter in online for you or– You may enter it online (it’s easy to do)– You may call me and read your list

Emphasis this year, cont.

• Keeping chapter meeting information current– Update the Public Calendar on the Federation

website with your meeting information• Publishing chapter newsletters

– Mailing, website, email• Maintaining our “Deceased Members List”

– I will be working with our secretaries to :• Update names with National• Working with the secretaries, service officers and

membership officers to support our chapter members and their families

Contacting the Federation Secretary

• Gracie Couch• 729 Carriage Trail

• Rocky Mount, NC 27804-8095

• Phone: 252-937-4648• Email: dcouchjr@yahoo.com

Always available in your Federation Newspaper and on the Federation website www.ncnarfe.info