Purpose of Position The secretary has the overall responsibility of maintaining the records of the chapter or group, serving the quasi-legal role of advising the chapter or group on its formal responsibilities to the Club and to the membership, and helping to assure that those responsibilities are carried out.

Responsibilities

Minutes: Record the minutes in an accurate, understandable manner, reflecting the essence of discussion. Motions are recorded verbatim, and results of votes are noted exactly.

Ideally, a preliminary draft of the minutes of each meeting should be sent to the chair within a week for review and correction. A revised draft should be sent to each executive committee member in advance of the next meeting, an d formal approval of the previous meeting’s minutes should be an action item on each meeting’s agenda. After any additional corrections identified during the approval process are made, a correct copy should be filed, and a copy sent to the national office and to all chapter or group leaders who request them.

Bylaws:

Maintain a copy of the Club, and be familiar with the bylaws to advise the chapter at meetings and other club emails.

Provide copies of the entity’s bylaws to executive committee members and others who request them.

Records:

Maintain an update of the Chapter Google Drive with permanent file of bylaws, minutes, policy resolutions, chapter papers, reports and correspondence, and train the successor.