SECRETARY

BYLAWS AND SOCIETY REGULATIONS:

The Secretary shall act as secretary at all meetings of the Board of Directors and the House of Delegates and shall keep in permanent form a record of all minutes taken at all official meetings; shall send copies of the minutes within thirty days after meetings to Board Members, Committee Chairs, Chapter Presidents, and the Editor of the Official Publication.  Shall conduct such correspondence as shall be authorized by the Board of Directors and the House of Delegates, or as requested by the President:  within one month after the expiration of the term of office, shall deliver to the next secretary all Society properties.

Shall be elected for a term of two years.  Shall serve on the Board of Directors.  A vacancy in the Office of Secretary shall be filled by the Board of Directors.

DUTIES:
1. Maintain a Secretary’s file containing:
    A. Copies of the official minutes and notifications of all corrections thereto;
    B. Copies of all attachments;
    C. Copies of all reports, etc.;
    D. Articles of Incorporation, Bylaws and Society Regulations, and Handbook.

2. Minutes should contain the following:
    A. Name of the assembly.
    B. Date and place where it is not always the same.
    C. The fact of the presence of the regular Chair and Secretary, or in their absence, the names of their substitutes.
    D. Whether the minutes of the previous meeting were approved, or their reading dispensed with, the dates of the meetings being given when it is customary to occasionally transact business at other than the regular business meeting.
    E. All the main motions (except such as were withdrawn) and points of order and appeals, whether sustained or lost; and all other motions that were not lost or withdrawn.
    F. Summaries of all reports.
    G. Usually the hours of meetings and adjournment, when the meeting is solely for business.
    H. Generally the name is recorded of the member who introduced the main motion, but not of the seconder.

3. Transcribe the minutes of all meetings with thirty days after each meeting, and send copies of the minutes to the members of the Board of Directors, The Committee Chairs, the Chapter Presidents, and the Editor of the official publication.

4. Prepare a summary of the minutes to be published in the official publication.

5. Provide the file custodian with copies of all minutes, reports and official business.

6. Perform such other duties as determined by the President and/or Board of Directors.