Calling All Secretaries, Treasurers, and Parliamentarians

I’ve got the job. Now what do I do? Where can I go for help? Definitions of Responsibilities

Responsibilities are defined in  DKG Constitution  Alpha Iota State Bylaws  Chapter Rules  Robert’s Rules of Order, Newly Revised (11th edition)

DKG Constitution, Article VI, Section C Secretaries 7. Secretary - state organization and chapter The secretary shall keep minutes of each meeting of the organization and furnish the president with a copy of such minutes. She shall serve as secretary to the Executive Board. She shall carry on such correspondence as may be delegated to her by the president.

Treasurers 9. Treasurer - state organization and chapter a. The treasurer at each level shall (1) receive and pay out all moneys belonging to the organization; (2) keep an accurate account of receipts and expenditures; (3) maintain a record of receipts, bills, and bank statements; (4) present a report at each regular meeting; (5) file required tax reports;

6) submit for annual audit/financial review the accounts of the organization; (7) serve as a member ex officio, without vote if under remunerative contract for her services, on the respective executive board; and (8) serve as a consultant in the process of budget development and supervision of finances. c. The chapter treasurer shall follow appropriate procedures to ensure the safety and proper handling of chapter moneys as established by the chapter finance committee.

Parliamentarians 10. Parliamentarian - appointed a. The parliamentarian at each level shall (1) act as advisor to the officers and the members of her organization in matters pertaining to interpretation of the Constitution and to parliamentary usage; and (2) serve as a member ex officio, without vote, on the respective executive board.

Executive Board Article VII, Section C. Chapter Executive Board 1. The members of the chapter executive board shall be the elected officers of the chapter, the immediate past president, and such other voting members as shall be determined by the chapter. The treasurer and the parliamentarian shall serve as members ex officio, the parliamentarian without vote, and the treasurer also without vote if under remunerative contract for her services.

Duties of the Executive Board 2. The chapter executive board shall a. select the treasurer for the biennium; b. act in matters requiring immediate action and decision; c. recommend policies and procedures for consideration by members; and d. establish rules for budget development and approval and for the supervision of chapter finances.

Additional Duties Chapter Rules Robert’s Rules of Order, Newly Revised (11th edition) Secretary--pp Treasurer--p. 461 Parliamentarian

Purpose of Minutes Demeter’s Manual on Parliamentary Law and Procedure indicates they serve to: Refresh the memory of the members who were present at the meeting, Inform those who were absent from the meeting, and Make possible a compiled history of the organization’s acts and accomplishments

What are Minutes?  Official record of the proceedings of a deliberative assembly  Legal public record of a meeting  Should reflect what was done in the meeting, not what was said by the members  Should never reflect the recorder’s opinion, favorable or otherwise, on anything said or done

First Paragraph  Kind of meeting: regular, special, adjourned regular, or adjourned special  The name of the assembly  The date, time, and place of the meeting  That the regular chairman and secretary were not present; or, if not, who substituted for them  Whether the minutes of the previous meeting were approved

Body of the Minutes  All main motions or motions to bring a main question again before the assembly, except those that were withdrawn  Hint: Bold motions, enabling them to be easily found at a later date.  The exact wording in which each motion was adopted or disposed of, including (parenthetically):  If the motion was debated, and/or  If the motion was amended  All secondary motions that were not lost or withdrawn

 All notices of motions  All points of order and appeals  Whether sustained or lost  Reasons Chair gives for his or her ruling  The substance of oral committee reports  Do not include what did not occur  Do not include the name of the seconder of a motion unless ordered by the assembly. Body of the Minutes

Final Paragraph  The hour of adjournment  Signed by the person writing the minutes  Respectfully submitted no longer used  After final approval, the word “ Approved ” with the secretary ’ s initials and date should be written below

Acting on Minutes  Minutes are approved in chronological order  No motion is required  The Chair asks: Are there any corrections to the minutes?  Minutes are adopted as presented, mailed, corrected, etc.  Corrections can be made any time any year, whenever they are discovered

Secretaries, Treasurers, Parliamentarians Working together Supporting our presidents Enabling our chapters to operate effectively