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It will be the duty of the Secretary to keep the records of all meetings of the association and of the Board; to keep the association informed on matters as directed by the Board; and to report annually on all matters handled by his office. He will deliver all records, papers, and property of the association to his successor within ten (10) days following the election of his successor.
The secretary is the recording officer of the association and the custodian of its records, except thos specifically assigned to others. - the association clerk, recording secretary, recorder, or scribe.
maintain the minutes
file committee reports
keep the official membership roll
make minutes and records available to members on request
notify those elected of their appointment, furnish committees with documents they need, and to have a list of all committees and their members at each meeting
furnish delegates with credentials
sign all certified acts of the association
maintain a record book of all bylaws and rules with amendments and history and have this on hand at each meeting
send members the call of the meeting and conduct general correspondence
prepare the order of business for meetings
call the meeting to order and act as chair pro tem in the absence of the president and vice president(s)
Larger associations may elect a corresponding secretary whose duties include issuing notices of meetings and conducting the general correspondence of the association.
Putting it in writing is always a good idea. A written record of events will always be more accurate than what someone remembers. A written plan of action reduces confusion and provides a concrete target for debate and discussion. A deliberative assembly, such as the meeting of a club, committee, board, or other group has a special need to use written communications to improve communications between members of the group.
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