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ABA Job Description

RECORDING SECRETARY

BASIC FUNCTION

Keeps accurate minutes of all business meetings of the Corporation, Executive Board,

Executive Committee and prepares transcribed minutes as required in the bylaws and/or requested by the President.

RECORDING SECRETARY QUALIFICATIONS

   1. Experience in recording accurately the actions taken during the meetings.

   2. Meet deadlines to submit transcribed minutes and related correspondence.

   3. Ability to type.

   4. Attend all meetings of the Corporation, Executive Board, and Executive Committee.

CURRENT BYLAWS AFFECTING RECORDING SECRETARY

Article IV - Officers and District Representatives

Article V - Executive Board

Article VI – Executive Committee

Article VIII – Nomination and Election Procedure

Article IX – Officers’ and District Representatives Qualifications, Term of Office and Vacancies

Article X – Duties of Officers and District Representatives 

        D. Recording Secretary

Current Procedures

Recording Secretary

During Annual Convention

1. Attend and take minutes of all meetings of the Executive Board, the Executive Committee, and Plenary Meetings. A tape recorder, provided by the Recording Secretary, may be used during meetings.

2. Prepare and post a copy of all Annual Reports in the BEHOLD room for member viewing during convention. Prepare and distribute other copies as needed.
3. During the second Plenary meeting, present the “Roll Call of the States and Foreign Countries.”

After Annual Convention

4. Update Recording Secretary’s Motions book.
5. Reply to correspondence from President and mail/email copies of replies to Executive Board members as needed.
6. Prepare the final Record Book and distribute copies, along with all additions to the Motions Book to the new officers within ninety days of the close of the Convention.
7. Add a new hard copy of the revised Bylaws/Standing Rules in the appropriate folder whenever changes are made at Convention. Mail a new revised copy of the Bylaws and Standing Rules to the current President.
8. Maintain other records as requested by the President.
9. Mail all appropriate records and pertinent correspondence to the next Recording Secretary. This material is to be sent by certified mail, ensured.
10. Remit to Treasurer all expenses, with receipts, no later than the end of the fiscal year, March 31^st. Expenses incurred in preparing final Record Book are to be remitted within 90 days following Convention.
11. Keep an attendance record of all members at the annual Convention and perform such other duties as may be assigned by the President.

Preparation for next Annual Convention

12. Maintain email, telephone, and other correspondence with the President, members of the Executive Board, and other ABA members as necessary.
13. Maintain records of all votes on email motions made during the inter-Convention period.
14. In May, receive Annual Reports and other records electronically from members of the Executive Committee. Distribute them to all Committee members for review in preparation for the next Convention.
15. After getting the President’s approval, in early June, mail/email to all members of the Executive Board a copy of all Executive Board motions made during the year. Bring printed copies to Convention to distribute at the first Executive Board meeting.
16. Prepare the annual recording secretary’s report and other documents as requested by the President.

Enclosure: Motion Form

Motion Form

The American Bell Association International, Inc.

Executive Board

Meeting date _______________________          Time _____________

Motion

I move that ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Motion made by___________________ Motion seconded by______________________

Yea’s __________ Nay’s ___________   Abstention’s ______________

Motion: Passed________ Defeated_________

            Tabled or Withdrawn (reason) _________________________________________

__________________________________________________________________