1. Section Secretary
Peter Eckstein
R1 Secretary

2. 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

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

4. 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 messages

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

6. 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

7. Notices
Regular, periodic meetings
Special meetings

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

9. 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

10. 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

11. ADDITIONAL DUTIES
Officer Confirmation
Mailing Lists

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

13. Mailing Lists Three Main Lists Section Membership ExCom
Other Section Officers

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

15. 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

16. 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

17. QUESTIONS ?????????