Corresponding/Recording

 DEFINITIONS CORRESPONDING SECRETARY.Issues notice of meeting (Call to Meeting).Handles general correspondence of organization (which is not a function of others (e.g., other officers or committee chairs)

 The secretary is the recording officer of the organization and the custodian of its records, except those assigned to others; e.g., Treasurer.  IF THE SECRETARY IS ABSENT A PRO TEM SECRETARY MUST BE APPOINTED.

 THE MINUTES SHOULD CONTAIN ONLY WHAT WAS DONE AT THE METTING, NOT WHAT WAS SAID.  They should never reflect the secretary’s opinion on anything that was said or done.

 CCW minutes should contain the CCW Logo  Kind of meeting  Name of the organization  Date, time and place of meeting  The fact that the regular President and Secretary were present or, in their absence the names of the members who substituted

 Whether the Minutes of the previous meeting were accepted as read or as corrected. ◦ If the previous Minutes were corrected, merely state “as corrected” without specifying what the correction was. ◦ Place the corrections on the Minutes being corrected at the meeting in which they are read. The minutes are normally read and approved immediately after the opening prayer and Pledge of Allegiance to the flag of the United States of America.

OFFICERS/COMMITTEES REPORTS If officers and committee members’ reports are given orally (they should also be written in larger groups), only a brief description of action taken (or to be taken) is noted in the Minutes.

 UNFINISHED BUSINESS ◦ Any item (or items) which was tabled at the last meeting – or needs clarification form the last meeting should be brought up.  NEW BUSINESS ◦ Any item (or items) brought to the general membership by the board.

 New Business is brought before the assembly by the motion of a member.  A motion is a formal proposal put before the assembly

 The responsibility of a secretary in regards to a motion is to:  Record the motion exactly as proposed – e.g., Member’s name moved that “wording of motion”. The motion was seconded, (discussed if there was any discussion) and passed.  If someone adds to that motion and that wording becomes part of the motion, the member’s name is added – e.g., Member’s name added “exact wording”.  There is never any need to add the name of the member seconding the motion.

 The Secretary’s responsibility is to record the motion (exactly as expressed) in the Minutes.  You may ask the presiding officer for clarification (if you have a problem getting it down) or you may ask the person making the motion to give it to you in writing.  You need to record the name of the individual making the motion – the second name is un- necessary.  Recording the discussion is un-necessary

 Any incidental items a member wishes to be brought up - - not necessarily included in the Minutes.

 Date of next meeting  Committee Meeting  Deanery Meeting  ODCCW Meeting/Convention/Lake Yale

 Note the time of adjournment.  Also, the Minutes need only be signed by the Secretary and “Respectfully Submitted” has been dropped as being obsolete.