Section Secretary Peter Eckstein R1 Secretary p.a.eckstein@ieee.org

DUTIES The duties of the Section Secretary shall include correspondence, the keeping of the minutes of the Committee meetings, mailing notices, and submission of meeting and officer reports to the Member and Geographic Activities Department at the end of each year and such other duties as are assigned to him/her by the Chair. Excerpted from the MGA Board Operating Manual Section 9.4.F.5

Recommend three independent files Correspondence Recommend three independent files General Correspondence Special Activity Meeting Minutes

Correspondence (continued) General Correspondence Contains all incoming and outgoing correspondence in reverse date order All incoming correspondence should be marked/stamped with date received May be split into two separate files Should contain hard copy of all e-mail messages

Correspondence (continued) Special Activity All correspondence related to a specific activity; Annual Dinner, Elections, etc. Duplicate entries in General Correspondence File

Minutes Must be completed and distributed in a timely manner May be distributed with meeting notices if separate notices are sent Include attendance sheet All attachments marked and paginated separately Include names of makers and second of all motions NAY votes should be recorded by name if dissenter so requests. Abstentions are treated in a similar manner

Notices Regular, periodic meetings Special meetings

Notices (continued) Regular, periodic meetings May be announced via email, snail mail or in Section Newsletter May use vTools See Sites.IEEE.org/vTools/ for training tutorials

Notices (continued) Special meetings General Membership – Annual Dinner, etc. Announced at least twice May be announced in Section Newsletter ExCom Two mailings minimum First - 10 to 12 weeks prior to meeting Final - 4 weeks prior to meeting Can use Doodle polls for date selection

Meeting Reports L-31 Form filed electronically via vTools Filed after each meeting or at the end of the year A hard copy should be stored Go to Chart A, B and C

ADDITIONAL DUTIES Officer Confirmation Mailing Lists

Officer Confirmation Necessary to maintain/correct/current lines of communication Form filed electronically www.officers.vtools.ieee.org MUST submit within 20 days when any change in Section officers A hard copy should be stored Go to Chart D

Mailing Lists Three Main Lists Section Membership ExCom Other Section Officers

Section Membership Snail mail Email (with snail mail exceptions for those w/o email) Membership lists available from Operations

ExCom Listserv List is hidden Only ExCom members may post messages Secretary owns list Non-members may not add themselves to list List members may not remove themselves

Other Section Officers Listserv List is hidden Anyone may post messages Secretary owns list Non-members may not add themselves to list List members may not remove themselves

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