{"id":2551,"date":"2017-03-19T20:47:48","date_gmt":"2017-03-20T03:47:48","guid":{"rendered":"http:\/\/www.aauwarizona.org\/?page_id=2551"},"modified":"2018-08-29T08:22:06","modified_gmt":"2018-08-29T15:22:06","slug":"secretary-position","status":"publish","type":"page","link":"https:\/\/www.aauwarizona.org\/staging\/leadership-tips\/secretary-position\/","title":{"rendered":"Recording Secretary"},"content":{"rendered":"

Although often considered a \u201cminor\u201d position, recording Secretary is actually very important. She is responsible for the legal recording of the Board and Branch.\u00a0 Thus, Minutes are critical for the organization\u2019s function.\u00a0Robert\u2019s Rules of Order<\/em> is often used as a guide for parliamentary procedure and leading a meeting.\u00a0 There is also guidelines for Minutes to meet these legal requirements.\u00a0<\/p>\n

Always record name of the organization\/group (i.e. Board vs Branch vs Ad Hoc), date of meeting, location, presiding officer, secretary if other than regular, people in attendance and approval of previous minutes.\u00a0 Should contain all main motions (unless withdrawn), all points of order, and appeals whether sustained or lost, and all motions passed (results).\u00a0\u00a0 The name of the motion maker is noted; the name of the seconder need not be.\u00a0
\n <\/em>Minutes should be a record of action and should not be a record of debate.<\/em><\/p>\n

Add to format requirements for organizational purposes:\u00a0 On every page- Meeting Title <\/em>(Group meeting and date) and page number <\/em>(page 2 of 3).\u00a0 Time called to order and time adjourned. Secretary\u2019s name at end of minutes.\u00a0\u00a0 Place to check that minutes have been approved or corrected and the date.
\n Create an Attendance Sheet, dated and with alphabetical list of board members to determine a quorum of voting members.\u00a0<\/p>\n

Additional items to consider and discuss with President(s)<\/h2>\n

Although minutes are a legal document, many branches are utilizing them also for board transparency and member communication- now much easier with branch websites.\u00a0 Southeast Valley for example posts Board minutes and Annual Branch minutes (once approved) in the \u2018password only\u2019 section, protecting branch privacy.\u00a0
\n Can help board members to track items of responsibility.
\n Can keep board members unable to attend the meeting up to speed.\u00a0<\/p>\n

If the above is the case, discuss with your Executive Board, including more details of the discussion, so reader can understand reasoning behind actions.<\/em><\/p>\n

Suggest using headings to separate topics and if lengthy, bullets to break of space for ease of reading.\u00a0 Although the meeting should follow the agenda, if people are in alphabetical order, might consider grouping similar topics, i.e. Communication with subtitles of Publicity\/Newsletter\/Website.
\n Designate action (votes) in some way: double indent, italics, bold, and\/or color (Anyone going back through old minutes to find a vote, will thank you!)
\n Transcribe the minutes as soon as possible and return to Executive Board or ?, as they cannot be accurately\u00a0 approved or corrected after a long period of delay.\u00a0 (Also if using as communication device, information disseminated sooner.)<\/p>\n

PROOFREAD – PROOFREAD – PROOFREAD <\/strong>(and once again the next day) Be sure date is correct; names spelled correctly. (No one likes to see her name misspelled.)<\/p>\n

\u00a0<\/strong>Tips to make taking minutes less stressful<\/strong><\/h2>\n
    \n
  • Very few of us know shorthand so make taking minutes as easy as possible for yourself.\u00a0\u2219\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Take the time to make place cards with person\u2019s name and position in dark lettering – suggest using computer.\u00a0 This allows newer members to become comfortable but also allows you to quickly identify\u00a0 who is speaking.\u00a0<\/li>\n
  • Have the written agenda (hopefully your President has prepared and sent out one) in front of you with each item numbered.\u00a0 Then just use the number in your notes and fill in category\/person later.<\/li>\n
  • Have blank \u201cMotion\u201d forms prepared and available around the table.\u00a0 Ask the person to write out their motion, sign it and pass it down.\u00a0 Helps avoid confusion on specific\u00a0 wording and who is speaking.\u00a0 (Remember you are often looking down while others are speaking.)<\/li>\n
  • Some like to use a recorder as a back up but be aware that you need help to turn over the tape.\u00a0 If strong battery is available, possible use of a cell phone.<\/li>\n
  • Have an extra paper and pen handy – just in case.\u00a0 And give yourself room to work at the table.<\/li>\n<\/ul>\n

    by Margaraet Noser, Recording Secretary\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"

    Although often considered a \u201cminor\u201d position, recording Secretary is actually very important. She is responsible for the legal recording of the Board and Branch.\u00a0 Thus, Minutes are critical for the organization\u2019s function.\u00a0Robert\u2019s Rules of Order is often used as a guide for parliamentary procedure and leading a meeting.\u00a0 There is also guidelines for Minutes to […]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":2493,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"nf_dc_page":"","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"jetpack_post_was_ever_published":false,"footnotes":""},"class_list":["post-2551","page","type-page","status-publish","hentry"],"jetpack_shortlink":"https:\/\/wp.me\/Pawx6I-F9","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/pages\/2551","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/comments?post=2551"}],"version-history":[{"count":8,"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/pages\/2551\/revisions"}],"predecessor-version":[{"id":2562,"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/pages\/2551\/revisions\/2562"}],"up":[{"embeddable":true,"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/pages\/2493"}],"wp:attachment":[{"href":"https:\/\/www.aauwarizona.org\/staging\/wp-json\/wp\/v2\/media?parent=2551"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}