Secretary 

The Secretary’s role is to properly interpret the discussions at local association meetings. The minutes should provide a history of the association’s business activities.

Responsibilities include:

A.  Attendance at all association and local Executive Committee/Board meetings

1. Providing a substitute in your absence

2. Being punctual at meetings

B.  Listening carefully and taking notes on discussions and actions

1. Reflecting accurately the action of the meeting by getting to the heart of each pertinent discussion

2. seating oneself beside or near the President or Chairperson at all meetings

C.  Presiding over meetings in the absence of the President and Vice President and continuing to serve until those present have named a chairperson pro tem

D.  Keeping a permanent minute book

1. Recording all motions, seconds and votes

2. Recording a summary of all pertinent discussions

3. Reading minutes at subsequent association meetings or providing copies of minutes to members prior to subsequent meetings

E.  Preparing a report for general and local Executive Committee/Board meetings

F.  Carrying on the correspondence of the local association

1. Sending invitations, thank you letters, etc.

2. Sending letters to members when necessary

3. Sending or replying to correspondence with the administration or School Committee/Board

G.  Notifying officers, committee members and general membership of meetings

1. Sending out notices of association meetings to all members, including agenda

2. Notifying committee members of time, place and agenda of meetings

3. Notifying members of meeting cancellations