Writing the Words that count Recording Secretary Writing the Words that count

Duties of the Recording Secretary Part III, Section 4 of our P.E.O. Constitution gives the duties of the Recording Secretary. Keep a record of the proceedings of all chapter meetings and verify their accuracy with your signature Read all papers not correspondence Record answers pro and con when a vote is taken by roll call Sign official forms as required Send a copy of the local chapter bylaws and standing rules to the OSC Organizer

Tools for the Office Chrono List of Duties 2018 IOLC Training Video 2017 Constitution, Bylaws and Standing Rules

Retention Record The first page of the Recording Secretary Section of the IOLC provides the length of time each document is to be kept. Corr. Sec. Monthly Report Social Correspondence Treasurer’s Monthly Report Temporary Minutes and/or Working Minutes If it is not on the list, feel free to PURGE. As P.E.O.s we often keep far more than necessary. Do yourself and your successors a favor, clean those files. The only thing to keep FOREVER are all final copies of chapter minutes. Know who has them and where they are safely kept. This is the only copy of your chapter’s history. If they are lost, they cannot be replaced.

P.E.O. Tools for Taking Minutes Instructions: Recording Secretary’s Record Book This four-page document gives general information for taking minutes. Additionally, tips are given on what to write for each portion of the business meeting to keep the minutes clear and concise.

P.E.O. Tools for Taking Minutes Template for Taking Minutes Templates are available on the International website for minutes of both regular business and regular social meetings. Using these will help ensure that all pertinent information is included while keeping out items that are best suited for a chapter newsletter. The templates can be printed and used for notes during the meeting OR downloaded onto a laptop computer and taken to meetings.

P.E.O. Tools for Taking Minutes The P.E.O. Style Guide This handy tool was developed to assist all P.E.O. members with explanations of words and phrases unique to P.E.O. as well as the accepted grammar and punctuation in general and specifically for our organization. It is especially helpful for recording secretaries. It can be downloaded to your desktop or printed and kept in your Record Book for easy access.

Helpful Tips Use the template Use consecutive page numbering throughout the year instead of meeting by meeting Use Margin Notes or sticky notes to flag business items for future reference Email draft minutes to the president prior to the meeting for corrections, suggestions and a memory jogger for her Record business and social meetings including attendance Bring the most recent two years’ minutes to each meeting in case past reference is needed Know where all chapter minutes are kept; this is your chapter history Send a Meeting Summary or Meeting Update to all members via email but do not send minutes; while chapter minutes are brief and report only business, Meeting Summaries can include all the “fun stuff” chapter sisters want to know

Enjoy your term in office Enjoy your term in office. The job you do for your chapter is invaluable. THANK YOU FOR STEPPING UP TO SERVE. And remember, your OSC Liaison Officer is only a phone call or an email away. She is there to help and make your job easier.