Officer Duties and Descriptions: SECRETARY

I. Constitutional Duties
The Secretary shall be the custodian of the records of the Association; keep the minutes of the annual meeting and of the meetings of the Executive Board; and is responsible for the production and distribution of the Annual Proceedings under the general direction of the Executive Board.

II. Specific Duties

1. Association Letterhead
   1. Immediately upon assuming office, confirm directory information of each member of the Executive Board, including the General Conference and Program Chairs, for printing on the letterhead such as name, title, institution, mailing address, telephone, fax, e-mail address. Include General Conference and Program Chairs on letterhead, if space allows; to be determined by Board.
   2. Include future conference/annual meeting dates and locations.
   3. Include Web site address of PACRAO site and conference site, if different.
   4. Make letterhead available as determined by the Board in printed form or electronically for use as needed by board members and the General Conference and Program chairs.
      
      
2. Proceedings
   1. For inclusion in the proceedings, obtain the following from the individuals responsible:
      1. List of recipients of special awards and certificates of service. Include biography of recipient of Distinguished Service Award.
      2. Report of site selection.
      3. Minutes of the following annual conference sessions: opening session, business meeting and members’ recognition luncheon.
      4. Report of membership statistics and number attending annual meeting.
   2. Conference Responsibilities
      1. Obtain the following from the Registration Chair to report to the membership during Business Meeting and include in minutes:
         • number of members present at conference
         • number of spouses and guests present at conference
         • total number attending conference
         • total number of institutions represented at conference.
         • other registration data deemed appropriate by the current
           board.
      2. Distribute copies of minutes of previous year’s business meeting at current conference business meeting.
         
3. Take minutes of the meetings of the Executive board and distribute copies for
   review and approval.
   1. Take minutes at each meeting, highlighting any proposed changes to be presented to the membership, and tasks to be accomplished by the board.
   2. Forward copies to the board, conference and program chairs and invite corrections and comment.
   3. Revise minutes as needed and provide final copies to distribution.
      
      
4. Secretary’s Notebook
   Compile a notebook reflecting the Executive Board activities for the year including the following:
   1. Minutes from all Executive Board meetings.
   2. Minutes from the business meeting at the annual conference.
   3. Treasurer’s reports.
   4. Roster of the Executive Board members.
   5. Rosters of the following Committee Chairs and members: Local Arrangements, Program, Diversity Development, Professional Development, Membership, Publications and Information Technology.
   6. Relevant correspondence.

III. Chronology of Activity

 

December

• Prepare and distribute minutes from November Executive Board Meeting.
• Prepare letterhead and distribute paper copies and envelopes as necessary.
  
  

January

• Prepare Secretary’s proposed budget for current year and distribute to Board.
  
  

February

• Prepare and distribute minutes from winter Executive Board Meeting.
• Insure that the final budget from previous year is included with the minutes
  for the winter board meeting. This should be obtained from the President or Treasurer.
  
  

 

April

• Attend AACRAO if possible and attend PACRAO Board meeting at that
  conference.
  
  

May

• Prepare and distribute minutes of the April meeting.
  
  

June/July

• Prepare report and attend summer Executive Board meeting.
• Prepare and distribute minutes from the summer Executive Board meeting.
  
  

September

• Contact successor, if election year for Secretary, to begin transition process.
  
  

October

• Prepare End-of-Year Report and distribute to Executive Board members.
  
  

November

• Meet with incoming/outgoing Executive Boards immediately before and after
  annual conference.
• Meet with successor at annual conference, in an election year for Secretary, to
  facilitate transition process.
• Make report at annual conference.
• Distribute minutes of previous year’s annual business meeting at conference.
• Prepare minutes and reports of annual conference and distribute.
  
  

December

• Compile, prepare, and distribute conference proceedings via the Web. Create
  printed copies if needed for the Secretary of State (Oregon).
• Forward completed Secretary’s notebook to successor.

Ratified July 2001

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