Section Secretary Responsibilities IEEE Region 4 Meeting Jan 31 - Feb 1, 2004 Presenter: Bill Gorder, R4 Secretary

Section Secretary Responsibilities The Section Secretary manages the records and correspondence of the Section Responsibilities maintain accurate minutes of all Section Executive Committee meetings distribute meeting notices and agendas for all Executive Committee meetings support Chapters (unless otherwise supported)

Section Secretary Responsibilities Responsibilities (cont) report all meetings to IEEE IEEE requires sign in & member/non counts Section technical meetings Section ExCom meetings Chapter meetings (if not reported by Chapters) IEEE prefers timely reporting and requires meeting annual deadline for all reports Usually third week of February Online reporting is easy but L31 forms can still be used

Section Secretary Responsibilities Responsibilities (cont) maintain a current record of all officers notify IEEE of all changes in officers - at time of change! IEEE online roster is accurate to within two weeks of roster submission all Region 4 committee positions all Section officers for all Region 4 Sections Accessible by any volunteer if you hold an office, you are a volunteer requires web account - set one up from IEEE web site

Section Secretary Responsibilities Responsibilities (cont) maintain a current record of all officers (cont) annual notification to IEEE of all officers even if there were no changes part of annual reporting deadline usually third week of February

Section Secretary Responsibilities Importance of Secretary Responsibilities Key elements of Section viability Hold meetings Treasurer's annual report Secretary's report of officers Secretary's meetings reports Do not impair your Section's viability by not filing required reports

Section Secretary Responsibilities Other Secretary Responsibilities safekeeping of Section records maintain adequate supply of forms, stationery, other materials required to run your Section

Section Secretary Responsibilities Secretary is often point of contact for queries, requests, etc. if you don't handle the correspondence yourself, know who to contact and pass it on to the appropriate person quickly The Secretary is a visible position you will often be the person a contact sees as your Section be courteous, competent, responsive,...

Section Secretary Responsibilities Suggestion: enhance your position learn and use SAMIEEE even if your Section has a SAMIEEE person access no longer limited to single Section rep web based - available to all volunteers recommend using the suggested training secretary is person most likely to benefit after person that handles newsletter distribution

Section Secretary Responsibilities Web references - all start with online rosters select "volunteer resources" on left select "for all volunteers" select "Organization rosters" select "Part III - Geographic Roster" select "Web Account" if needed select "View the Geo. Roster"

Section Secretary Responsibilities Web references (cont) - all start with Filing reports on the web / SAMIEEE select "volunteer resources" on left select "for People Involved in Sections" select "Meeting and Officer Reports" or select "SAMIEEE"