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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 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
Current Procedures
Recording Secretary
1. Attend and take minutes of all meetings of the Corporation, the Executive Board, and the Executive Committee.
2. All minutes should include the following:
A. Title of meeting
B. Place and date of meeting
C. Name of those in attendance
D. List all reports given
E. New and unfinished business
F. Motions made
a. When a motion is made, the person making the motion fills out a "Motion" form which you supply. It is signed by the person making the motion and the person seconding the motion.
b. Type all motions made, passed/defeated on a separate page entitled "Executive Board Motions". (a tape recorder may be used during the meetings)
3. After convention, send a copy of the transcribed minutes and motions made to the current President for corrections/additions and approval.
4. Mail/email approved minutes and motions made to all Executive Board members.
5. All motions that are passed by the Executive Board which require action by various committees shall be sent to the chairman of that committee and the chairman of the Job Description committee.
6. After the second plenary meeting (day of election), the new President holds a meeting with the new Executive Board. This is the first meeting that the newly elected Recording Secretary will attend.
7. Reply to correspondence from President and mail/email copies of reply to Executive Board members.
8. 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 board meeting.
9. Take minutes at the Executive Committee meeting. Receive four copies of each committee member's written annual report. Place one copy in the final record book, one copy is given to the President, a third copy is given to the Chairman of the Past Presidents, and the fourth copy is placed in the BEHOLD room. Request the Convention Chairman to place a notice in the convention program that this report is available. You are responsible for this copy.
10. Take minutes at the first and second plenary meetings. During the second plenary meeting present the "Roll Call of the States and Foreign Countries". The numbers registered for the convention are supplied by the person(s) handling the convention registration. Registration information is incorporated into the Record Book
11. Preparing the final Record Book
The following are included in the Record Book prepared after the convention:
a. Table of contents
b. Listing of officers and committees
c. All Executive Board minutes
d. Motions made
e. Executive Committee minutes
f. First plenary meeting minutes
g. Second plenary meeting minutes
h. Individual reports by the Executive Board, Bell Tower Editor, Executive Committee, etc.
i. Registration information
j. Pertinent convention information
The current Record Book and a complete set of the current Motions Book is sent to the following within ninety days of the close of the convention:
a. President (2)
b. Immediate Past President
c. First Vice President
d. Second Vice President
e. Treasurer
f. Recording Secretary (2)
g. Corresponding Secretary
h. District Representatives for the Eastern, Southern, Central, and Western
Divisions
i. Legal Advisor (send Motions Book only)
j. Historian
k. Parliamentarian (send Motions Book only)
All Record and Motion Books from the five preceding years are mailed to the new Recording Secretary, (older books may be destroyed). This material is sent by certified mail, insured.
12.A copy of all Executive Board and Plenary minutes for the current year will be sent to the President for permanent filing in the President's ABA Minutes Book. A second copy will be retained by the Recording Secretary and filed in the Secretary's permanent ABA Minutes book.
13. Remit to Treasurer all expenses, with receipts no later than end of fiscal year, March 31st. Expenses incurred in preparing final report are to be remitted within 90 days following convention.
14. Pertinent correspondence should be passed onto the next Recording Secretary.
15. A tape recorder provided by the Recording Secretary may be used.
16. He/she shall keep an attendance record of all members at the annual convention and perform such other duties as may be assigned to him/her 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) _________________________________________
__________________________________________________________________