A Squadron Secretary Duties and Responsibilities

Responsibilities of the Secretary Meetings – Calls to Meetings & Minutes Squadron Records and Correspondence Completing Mandated HQ Forms Updating Member Information New Members Changes of Address, Resignations or deaths Transfers Reinstatements Overseeing Departmental Committees

Meetings Ensure that Calls to Meetings are distributed in a timely fashion Inclusion in squadron publication is allowed At the meeting make sure the following are available: The Operations Manual Squadron, District and National Bylaws Copies of Previous Minutes Latest edition of ‘Robert’s Rules of Order, Newly Revised’ Other documents which may be needed for reference At the meeting make sure that a quorum is present so that business may be conducted

Minutes Keep accurate minutes of all Squadron and Executive Committee meetings Attendees at the meeting (Sign in sheet) Pertinent and succinct Use standard USPS abbreviations Circulate in a timely manner Keep a separate note of important motions for easy reference Operational matters and decisions should be preserved in a set of “standing rules.” pertaining to the squadron publication memorial expenditures building funds rules for awards and trophies other such items as appropriate

Squadron Records An accurate filing system should be kept so that succeeding secretaries can find information in the records Certain documents should be kept in a safe place squadron charter fire and theft insurance policies covering squadron property incorporation documents and bylaws The secretary should keep a record of the whereabouts of these documents

Reporting The secretary reports at each meeting of the executive committee and at each meeting of the squadron. resignations, transfers, and deaths of members correspondence affecting the interests of the squadron The secretary's annual report must be in writing and should include Statistical summaries of membership changes during the year Statistical breakdown according to grades An itemized accounting of the expense of operating the secretary's office, such as stationery supplies, printing, postage, clerical assistance, etc. Recommendations and suggestions for improvement in methods of handling squadron business

Correspondence The secretary will handle much of the squadron official correspondence such as notifying members of committee appointments messages of condolence get well wishes to incapacitated members letters of commendation to retiring officers or committee members As directed by the commander write to officers of other squadrons or persons not connected with USPS, inviting them to certain squadron functions. The commander should always be copied

USPS HQ Forms & Interaction Complete OD-2 forms Keep officer details current so that correspondence reaches the correct person Delegates Delegates or alternates selected to represent the squadron at USPS GB meetings are certified in accordance with USPS Bylaws Keep membership information updated Changes of Address Resignations, deaths, reinstatements Transfers

OD-2 forms Available to complete online Should be kept up to date

Membership Records New Members can be processed online

Membership Records Transfers can also be processed online

Record Updates Name Change, Resignation & Death Membership Records All can be updated via DB2000

Reinstatement by squadron and Change of Status are the only procedures which currently require a paper form Membership Records

Track Member Status using online tools

Delegates to National Meetings Relevant forms mailed to Squadron Commander before each meeting

Departmental Committees The following committees are recommended under the secretary’s department: Historian Directory (roster) Calling (telephone) Newsletters (publications) Computer systems committee

Historian It is important for the preservation and indexing of valuable historical material that each squadron have a historian Files of correspondence, records and reports from all officers and committee chairs will attain considerable bulk and are turned over to the historian for retention in the archives. He may dispose of those with no historical value Discretion is used to decide which files to retain; however, it is a requirement that membership records be kept for five years The historian prepares and files the annual squadron reports (form H- 701), due 30 days after the change of watch using DB2000

Historian The squadron historian’s records include: Minutes of the original organizational meetings The original squadron charter (laminated for protection) A copy of the incorporation papers, including periodic endorsements A color rendition or photograph of the squadron burgee and its heraldry Bylaws, including all amendments adopted Important correspondence (congratulatory and official) Minutes of all meetings (annual, special, executive committee, including reports) Publicity (newspaper clippings, radio and TV scripts, photos) A complete file of squadron periodicals (newsletters, directories) and annual reports Biographies and photos of past and present squadron flag officers

Roster Committee Responsible for the preparation of a directory which becomes a most important document to the members and especially to the squadron bridge. The roster contains data about the officers, chairs and members. A simple “down and dirty roster” can be printed from DB2000 Restriction. A roster of officers, members and committees is to be considered strictly proprietary and not be used outside the normal activities of USPS

Calling Committee A very important and valuable group Unique at the squadron level The personal contact, a real person, notifying the squadron members of coming events and inviting them to participate in these activities An invitation to a meeting, rendezvous or social has special meaning when it is a personalized message

Newsletter Committee Prepares the main line of communication to squadron members Can be simple one page up to full magazine style Should contain Motivational and Inspirational article by designated bridge officer Other items that are interesting and informative Commander assumes complete responsibility for content Outstanding Newsletters that follow guidelines receive a Distinctive Communicator Award

Computer Systems Committee Responsibilities are many Website Ensuring privacy of members Following guidelines can result in a Distinctive Communicator Award Social Media Assists with DB2000 Assists with roster production Interacts with District and National Committees Anything else technology related