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Recording Secretary Corresponding Secretary

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Title: Slide 1 Author: Jeri.Durham Last modified by: Ann D. Jones Created Date: 10/2/2006 9:51:54 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Recording Secretary Corresponding Secretary


1
Recording Secretary Corresponding Secretary
2
Agenda
  • INTRODUCTIONS
  • LEARNING OBJECTIVES
  • CHAPTER STRUCTURE
  • DELTAS GOVERNING DOCUMENTS
  • CHAPTER ROLE DEFINITIONS
  • ROLES RESPONSIBILITIES
  • RECORDING SECRETARY
  • CORRESPONDING SECRETARY
  • CLOSING
  • EVALUATIONS

3
Learning Objectives
  • To provide awareness and understanding of chapter
    leadership roles and responsibilities
  • To enhance chapter management
  • and effectiveness
  • To explore the interrelationship of these roles

4
National Structure
5
Regional Structure
6
Chapter Structure
7
Deltas Governing Documents
  • Corporate Charter
  • Constitution and Bylaws
  • Roberts Rules of Order Newly Revised (10th
    Edition, 2000)
  • Chapter Management Handbook
  • Ritual
  • Chapter Rules of Order
  • Chapter Policies and Procedures
  • National Code of Conduct
  • Protocol and Traditions

8
Administrative Resources Tools
  • Membership Intake Program
  • Pyramid Study Guide
  • Administrative Procedures for Membership Intake
  • Chapter Mailings/Updates
  • Financial Information Booklet
  • Chapter Compliance Submission List

9
  • Chapter Role Definitions What do you think are
    the duties of your office?

10
THE RECORDING SECRETARY
11
Chapter Secretary
The secretary is the recording officer of the
chapter and the custodian of its records, except
those specifically assigned to others, such as
the treasurers books. NOTE When there is a
corresponding secretary, the unqualified word
secretary used alone refers to the recording
officer.
12
Duties of Recording Secretary
  • To keep an accurate record of all proceedings of
    the chapter usually called the minutes the
    recording secretary records minutes for all
    executive board, chapter, and called meetings.
    (Committee chairs or committee members record
    minutes of committee meetings.)
  • To keep on file all committee reports
  • To record all votes

13
Duties of Recording Secretary
  • To provide written copies of the minutes at
    subsequent meetings
  • To make the minutes and records available to
    members upon request
  • To notify officers, committee members, and
    delegates of their election or appointment
  • To furnish committees with whatever documents are
    required for the performance of their duties, and
    to have on hand at each meeting a list of all
    existing committees and their members

14
Duties of Recording Secretary
  • To sign all certified copies of acts of the
    chapter, unless otherwise specified in the
    chapter Policies and Procedures
  • To maintain record book(s) in which the chapter
    Rules of Order and Policies and Procedures and
    minutes are entered, with any amendments to these
    documents properly recorded, and to have the
    current record book(s) on hand at every meeting
  • In the absence of the president and
    vice-president, to call the meeting to order and
    preside until the immediate election of a
    chairman pro tem.

15
Modern Methods Pertaining to Minutes
16
Minutes
  • The minutes are the official record of the
    proceedings and business transacted during a
    particular meeting.
  • The minutes should contain mainly a record of
    what was done at the meeting, not what was said
    by the members.
  • The minutes should never reflect the secretarys
    opinion, favorable or otherwise, on anything said
    or done.
  • The minutes should be kept in a substantial book
    or binder.

17
PREPARATION
  • Original minutes consist of good notes taken
    during the meeting. They should include
  • Recommendations, decisions, actions
  • Original (or copies) of all correspondence,
    reports and handouts
  • All motions, makers of motions, amendments and
    results of votes
  • Transcribed minutes
  • In proper format
  • Present to President for approval, before
    Executive Board meeting.

18
Minutes
  • The format and content of transcribed minutes
    should have at least four distinct parts
  • Heading
  • Main body citing actions taken
  • Reports, handouts, other written materials
    distributed during the meeting, and
  • Signatures

19
Content of the Minutes
  • The heading of the Minutes should contain
  • The type of meeting regular, Executive Board,
    special
  • The chapters name
  • The date and time of the meeting, and the place,
    if it is not always the same
  • The first paragraph should contain
  • Who called the meeting to order and the time
  • Whether a quorum was present
  • The adoption of the agenda

20
Content of the Minutes
  • Divide the MAIN BODY of the minutes into sections
    that correspond to the items on the meeting
    agenda. The Body of the Minutes should contain a
    separate paragraph for each subject matter
    giving, in the case of all motions, the name of
    the mover, and should show
  • All main motions or motions to bring a question
    again before the chapter except, normally, any
    motions that were withdrawn stating
  • The wording in which each motion was adopted or
    otherwise disposed of and
  • The disposition of the motion, including any
    primary and secondary amendments and all adhering
    secondary motions that were then pending.

21
Content of the Minutes
  • The Body of the Minutes also should contain
  • Secondary motions that were NOT lost or
    withdrawn, in cases where it is necessary to
    record them for completeness or clarity for
    example, motions to Recess or to Fix Time to
    Adjourn, or motions to Suspend the Rules
  • All notices of motions
  • All points of order and appeals, whether
    sustained or lost, together with the reasons
    given by the chair for her ruling
  • Reports that were presented and any action on
    that report.
  • The Last Paragraph of the Minutes should state
    the hour of adjournment.

22
Additional Rules and Practices Pertaining to the
Minutes
  • The name of the seconder of a motion should not
    be entered into the minutes unless ordered by the
    chapter
  • When a count has been ordered or the vote is by
    ballot, the number of votes on each side should
    be entered in the minutes
  • The name and subject of a guest speaker can be
    given, but no effort should be made to summarize
    her remarks.

23
The Corresponding Secretary
24
Duties of the Corresponding Secretary
  • Inform and make available all correspondence to
    members of the Executive Board at each Executive
    Board meeting and to the members of the Chapter
    at each General meeting
  • Write and send all Chapter correspondence
  • Prepare and send Chapter newsletters via mail and
    other forms of distribution

25
Duties of the Corresponding Secretary
  • Notify members of all meetings,
  • Maintain files of correspondence,
  • Check the post office box on a regular basis,
  • Set up and maintain the voice mail message line,
    and
  • Create chapter ads.

26
Use of the Internet for Correspondence
  • Poll chapter members
  • Create confidential distribution list
  • Use personal rather than business email addresses
    to insure confidentiality
  • Do not send sensitive Delta material
  • Official correspondence must be authorized by
    chapter President

27
Creation of Chapter Ads
  • Responsibility of Corresponding Secretary
  • Establish standard template for ½, ¼, and full
    page ads
  • Obtain chapter approval
  • Always used when chapter votes to take out an ad

28
Delta Website Guidelines
  • Should complement the National website and
    showcase local Delta activities
  • Establish links to National homepage for
  • Mission of the Sorority
  • History
  • Membership Demographics
  • How to Become a Member
  • Sale of Delta Publications/Artifacts

29
Delta Website Guidelines
  • Chapter homepages may include
  • Torch of Wisdom
  • Photos of Chapter Activities
  • Delta Founders
  • Chapter History, Including Charter Members and
    pictures
  • Past National and Chapter Officers

30
Delta Website Guidelines
  • Chapter homepages may not include
  • Sorority Crest
  • Secrets, Passwords, Signs and Grips
  • Ceremonies, Membership Intake Activities
    (narratives or photos)
  • Oath, Mottoes or Mizpah
  • Delta Prayer
  • Delta Hymn

31
Management of Delta Records, Archives,Properties,
and Paraphernalia
32
Management of Delta Information
  • Shred documents
  • Clean up after programs. Do not leave handouts on
    the tables.
  • Destroy unwanted T-shirts and other articles of
    clothing, or pass them on to another Soror.
  • Make provisions in your will to give Delta
    documents and paraphernalia to the chapter or
    another Soror.
  • Report unauthorized paraphernalia on the Internet
    to National Headquarters
  • Support only licensed vendors. Do not purchase
    Delta materials or paraphernalia from street
    vendors.

33
IN CLOSING. . .
  • Dont let anything stop you.
  • There will be times when youll be
  • disappointed, but you cant stop.
  • Make yourself the very best that
  • you can make out of what you are.
  • The very best.
  • Founder Sadie T. M. Alexander
  • Please complete all evaluation forms.
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