SECRETARY:TAKE NOTE! Eneid A. Francis, 18th Southern Area Director Vanessa Falls, Southern Area Secretary

OBJECTIVES INTERACTIVE SESSION TO IDENTIFY THE OPERATIONAL DUTIES OF THE CHAPTER RECORDING SECRETARY AND PROVIDE HANDS-ON TRAINING ON HOW TO NAVIGATE THE MEMBERSHIP MANAGEMENT SYSTEM (MMS) OPERATIONS

GOALS “EDUCATE SO NOT TO INTIMIDATE” EQUIPPING SECRETARIES WITH TOOLS TO EXCEL CREATE A TRIPLE A APPROACH TO YOUR SECRETRIAL DUTIES

SECRETARIAL DUTIES: The AAA Role Accessibility – tools and technology accessible to the Chapter Secretary Accountability – deadlines and timelines provided to ensure timely updating of information Alignment – Chapter Secretary’s duties aligned with Area and National Secretaries

GET ON BOARD THE SECRETARIAL CRUISE SHIP As We Navigate Operational Duties & MMS

AFTER WE SET SAIL WE WILL STOP AT VARIOUS PORTS Minute Taking The Role of the Secretary with the President Updating the Necrology Report Updating Chapter Officers Updating Chapter Profile Accessing Records

Why Minutes Are So Important

What Goes in the Minutes Minutes of [NAME OF LOCAL CHAPTER] of The Links, Incorporated First Paragraph: Call to order: The [kind of meeting: regular, special, adjourned] meeting of the [Name] Chapter, was called to order on [Date] at [Time] at [location of the meeting, city, state]. President [Name] and and [Name], Secretary were present. President (or Presiding Officer) affirmed the quorum. The Linkspiration was provided by Link [Name]. [Optional] Members in attendance: [Optional] Members not in attendance: [Optional] Guests in attendance: [Optional]

WHAT GOES IN THE MINUTES Adoption of the Agenda: Without objection, the agenda was adopted as presented. [Or, if a motion was made: Link [Name] moved to adopt the agenda. The motion was adopted (or adopted as amended).] Approval of Minutes: [If adopted by general consent] Without objection, the minutes of the [Date] meeting were adopted as [presented or corrected]. [If adopted by motion: Motion was made by _______________ [name] to approve the minutes of the [Date] meeting. The minutes were adopted as [presented or corrected].

WHAT GOES IN THE MINUTES (CONT’D) Body of the Minutes Officers' Reports: President: The report of the President was received and placed on file [or, The president presented a verbal report]. Vice President: The report of the Vice President, [or Membership Committee], Link [Name], was received and placed on file. Link [name of member other than V.P.] moved that [exact wording of motion]. The motion was adopted/lost. Treasurer: The report of the Treasurer, [or Finance Committee], Link ______, was received and placed on file. The account balances were reported as follows: ________

WHAT GOES IN THE MINUTES (CONT’D) Committee Reports: Fundraising Committee: The report of the Fundraising Committee, given by Link [Name], Chairman, was received and placed on file. Link [Name], reporting on behalf of the Fundraising Committee, moved that [exact wording of motion]. The motion was adopted/lost. The Arts Facet: Link [Name] presented The Arts Facet report. The report was received and placed on file.

WHAT GOES IN THE MINTUES (CONT’D) Unfinished business: The motion to [motion], which was pending when the last meeting adjourned, was taken up. The motion was adopted/lost. The motion to [motion], which was postponed from last month’s meeting was adopted/lost. New business: [Name] moved to [exact wording of the motion as stated by the chair]. The motion was adopted/lost.

WHAT GOES IN THE MINUTES(CONT’D) Announcements: [Optional] Last Paragraph Adjournment: The meeting adjourned at [time]. [If by motion, “The motion to adjourn the meeting was adopted.”] Secretary’s Signature [Name], Secretary Approved: ____________ [initials and Date]

THE ROLE OF THE SECRETARY WITH THE PRESIDENT

NAVIGATING MMS

CHAPTER SECRETARY’S AAA TOOL: MEMBERSHIP MANAGEMENT SYSTEM

Log into system (www.linksinc.org) and enter Members Only Section .

UPDATING YOUR CHAPTER NECROLOGY REPORT

In the case of a Connecting Link note date of death bottom of page – once edited and saved, within 24 hours of death, the on-line necrology report is updated.

UPDATING YOUR CHAPTER PROFILE

EDITING CHAPTER PROFILE PAGE

UPDATING CHAPTER OFFICERS

If you are editing the Officers you will select View Chapter Officers which provides your current listing of officers. To edit the officers click on the pencil to the far right which will open the officers information in the dropdown menu where editing may occur.

This page also allows you to extend/Add a member’s term of office This page also allows you to extend/Add a member’s term of office. (at the base of the View Chapter Officers page). If you are changing positions based on elections you must “add” an officer for those moving to another office. The election date-thru dates guides help to define the term.

Click on the position of the Newly Elected Officer

Click on the Member Drop Down Box Click on the Member Drop Down Box. A list of all chapter members’ names will appear

Click on the Effective Date 05/01/2017 and Thru Date: 04/30/2019

ACCESSING CHAPTER RECORDS

NOTE TAKING AND EMAILING TOOLS Note Taking Tools Evernote Microsoft One Note Google Notebook Personal Wiki Audio Notes Recorder OneNote Voice2Note Eblast Constant Contact Mail Chimp Campaign Monitor Stream Send

Texting Tools Trumpia.com Ez texting .com One Call Now.com Mobile-text-alerts.com

Q &A BEFORE WE SET SAIL FOR HOME