1. Secretary’s Duties and Responsibilities
Standard Duties
Federation Secretary Gracie Couch-2010
Phone:

2. The standard duties of a secretary are:
Record and keep minutes of all chapter meetings along with attendance
You are a corresponding officer for your chapter
Distribute the minutes to the chapter after a meeting by reading at the next meeting
Maintain and archive policies and procedures of the chapter – use Robert’s Rules of Order and Parliamentary Law and Protocol

3. Position of Secretary
The position of secretary is not incredibly demanding or time consuming position, but it does require organization and attention to detail
The minutes, bylaws, policies, and procedures –all have to be consistent
This position is critical in collecting and keeping the chapter’s historical information as well as communication with the Federation.

4. Other duties as Secretary
Record new slate of officers for current year by using the F-7 form or by internet input by going to - Demonstration
Record delegates and alternates for current year for State Convention by using the form F-42 – this may be done on the internet Demonstration
Using the internet is much easier – you can print your forms that are complete for your hard copy of records.

5. Other duties as Secretary
You may have other assigned duties by your president
In the absence of an actual parliamentarian, you may be asked to do this job – if so you will need to read your by-laws and use the Robert’s Rules of Order
Furnish delegates and alternates with credentials for State Convention
Maintain record books containing: Bylaws, special rules of order, standing rules, and minutes and have the current record books on hand at meetings. Demonstration

6. Availability of Minutes
The minutes of the chapter should be easily available during and after the meetings.
The attendance records of the chapter for all meetings and activities should be current
Record members and non-members attendance at meetings and chapter events
Accurate records of members and guest are very beneficial to the chapter’s membership recruiting and retention efforts

7. Records
Your minutes are your chapter’s archives and will inform future officers and members why decisions were made as well as past issues
History can only be recalled accurately if it is written down accurately
When you start out your new year as secretary, you will need to obtain all prior minutes and other chapter related information that are permanent records – keeping them on the website is a good option!
Demonstration

8. Member of the Board As Secretary, you are a member of your board
You are responsible for communication the chapter’s board or any changes to the board to your chapter
The job of Secretary is important for taking and keeping accurate minutes and records of the board and bring back to the chapter
Record what is done not what is said

9. Additional Duties
You will need to order all the necessary supplies for your chapter’s operation
Furnish reports and documents to Federation as required
Attend all chapter and board meetings
Maintain a roster of chapter officers, committee chairs, and members
Maintain a copy of the chapter’s constitution and by laws. Online is option. Demonstration

10. Additional Duties
Arrive at all meetings well before the meeting begins to make sure every thing is in order
In the absence of the President and Vice President (s) call the meeting to order and ask your membership to elect a temporary chairperson to conduct the meeting
Keep appropriate officers and telephone committee advised of new members

11. A Good Secretary
A good secretary works closely with the chapter president in preparing the agenda for meetings
Discussing items to be covered and determining how they should be handled
Similar cooperation is required with the board, chapter members, federation, and national officers in answering correspondence and performing other duties as assigned

12. Format for Agenda NARFE Chapter 0781 Meeting Agenda
Date of the meeting
Call to order
Invocation
Pledge to the USA Flag
Welcome and introduction of new members and visitors
Program – Guest Speaker and Topic
Reading of the minutes

13. Format for Agenda
Treasurer’s Report – name of treasurer – the dollar amount of balance and the dollar amount of on hand for use
Committee reports
Unfinished business
New business
announcements
Adjourn – end your minutes by signing your name, title, date, and adjournment time
Next meeting date – place on website calendar - Demonstration

14. Guest Speaker’s Speeches
Your minutes on a guest speaker and his or hers topics should be summarized without comment
List the main topics of the guest speaker subject – just keep it brief
List the guest speaker’s employer and job title

15. Minutes The minutes should show:
Kind of meeting “Regular” or “Special”
Name of the chapter plus chapter number
Date of Meeting
Place of meeting and time started
Who presided
Invocation
Pledge of Allegiance
Welcome and introduction of guest, new member(s),
special speaker,
topic of speaker

16. Minutes cont.
Reading of minutes - approved as read or corrected and approved (never erase –mark through the error)
Record the Treasurer’s report – Actual balance and the amount on hand for use
Committee reports
Unfinished business
New business
Announcements and time of adjournment

17. Summary of Motions:
MAIN: Actions of a main motion: Second required, debatable, amendable, majority vote required, and purpose – to introduce new business.
SUBSIDIARY: Limit or extend limits of debate – second required, not debatable, amendable, and two-thirds vote
Postpone to a certain time: second required, debatable, amendable, majority vote required – to delay an action
Refer to a committee: second required, debatable, amendable, and requires a majority vote – to place business in the hands of a committee
Type of motions: Main, Subsidiary, Privileged, and Incidental
The name of the member offering a main motion, and the motions reconsider, take from the table, point of order, and appeal from the decision of the chair – the chairs’ ruling on point of order, all these play a part of motions
Subsidiary motion applies to other motions, usually to a MAIN MOTION –ranks right below PRIVILEGED MOTIONS, and above the MAIN MOTION

18. Amend – second required, debatable, amendable, majority vote required – to modify or alter a motion
Lay on the table: second required, not debatable, not amendable, requires a majority vote – to set aside an item of business temporarily
Previous Question: second required, not debatable, not amendable, requires a two-thirds vote – to close debate immediately.
Postpone indefinitely: second required, debatable, not amendable, and requires a majority vote – to kill a motion without bringing it to a vote.
Privileged Motion refers to the action of the group as a whole (recess, adjourn, question of privilege, fix time of next meeting) outranks all other motions.
Incidental Motion permitting a previous motion to be withdrawn. The maker of a motion and the a second need to agree upon the withdrawal of the motion.
Use the Robert’s Rules of Order when motions are being introduced

19. PRIVILEGED MOTIONS: Kind of motions
Adjourn: second required, not debatable, not amendable, majority of a vote required – to end the meeting
Take a Recess: second required, not debatable, amendable, majority of a vote required – to interrupt a meeting for a short time or provide an intermission
Raise a Question of Privilege: no second, not debatable, not amendable, no vote required – to obtain an action immediately in an emergency
Call for the orders of the day: no to all – second, debatable, amendable, vote – to demand the chair to proceed with regular order of business

20. WHERE TO GET HELP The federation secretary is your first resource for:
Documents, forms, contacts at National
Assistance with transferring information using the National website and the Federation website
Questions on storage and transfer of secretarial records
General assistance on organization and regulations

21. Emphasis this year Keeping your chapter rosters up-to-date
If you are having problems then call, , or mail me your information and I’ll assist you
Please send me a copy of your F-7 if you file on the National website
Always check on the Federation website to make sure your F-7 is up-to-date
Don’t forget to Include your dues, meeting information, and date of changes

22. Emphasis this year, cont.
Filing Credentials for the Federation Convention
We are using the Federation website to file Delegate Credentials.
You may still sent the F-42 form to me and I’ll enter in online for you or
You may enter it online (it’s easy to do)
You may call me and read your list

23. Emphasis this year, cont.
Keeping chapter meeting information current
Update the Public Calendar on the Federation website with your meeting information
Publishing chapter newsletters
Mailing, website,
Maintaining our “Deceased Members List”
I will be working with our secretaries to :
Update names with National
Working with the secretaries, service officers and membership officers to support our chapter members and their families

24. Contacting the Federation Secretary
Gracie Couch
729 Carriage Trail
Rocky Mount, NC
Phone:
Always available in your Federation Newspaper and on the Federation website