2.  Maintain records  Keep minutes  Prepare and read executive board report  Sign authorizations for payment  Come to meetings prepared

3.  Legal records ◦ Charter ◦ Bylaws and standing rules ◦ Minutes  Previous minutes  Agendas

4.  List of officers, chairmen and committees  Membership list  Current reports  Financial reports

5.  Procedure book  Notepad, paper, and/or laptop  Motion blanks  Blank paper for ballots  Office supplies  File for copies of motions and reports  Correspondence file (corresponding secretary)

6.  Name of organization  Type of meeting  Date, time, place of meeting  Name and title of presiding officer

7.  Attendance list  Disposition of previous minutes  Statement of account (treasurer’s report)  Authorizations for payment/ratifications  Project approvals

8.  Executive board reports  Motions, name of person making motion, result of vote  Summary of reports  Time of adjournment

9.  Keep it brief  Record what is done, not what is said  Handwrite or type in permanent ink  Number pages  Use a bound book for permanent storage

10.  Post at meeting  Provide copies  Summarize  E-mail (use caution) to executive board  Do not post on website

11.  Only the group that created them may approve them  Include on the agenda  Committee approval may be used

12.  Note correction(s) in current minutes  Use red ink  Circle or underline incorrect words  Write correction in margin  Date and initial  Never erase

13.  Send out meeting notices  Conduct authorized correspondence  Notify officers of election  Notify council/district of new officers

14.  Attend training  Participate  Follow policies and procedures  Understand finances  Meet deadlines  Be a team player  Pass on your files