1. Important Role of the Secretary

2. Please turn off all Cell Phones, Gameboys, MP-3 players and any other electronic Devices.
Important Role of the Secretary

3. INTRODUCTION James Inman Topa Topa Lodge #291 Ventura County Council
California
Important Role of the Secretary

4. Learning Objectives
Provide a listing of some of the duties and responsibilities of the Secretary
Introduction on how to keep minutes
Explain the importance of good record keeping
Chapter Secretaries Can Create a Database in Microsoft Access
Provide a sample of minutes of a meeting
Important Role of the Secretary

5. The Secretary
The role of the secretary is often assumed to be obvious, yet many Secretary’s aren’t sure of what they should be doing in their position or how best to accomplish these tasks. This session will review the different functions of the secretary and will focus on writing high quality minutes.
Important Role of the Secretary

6. Secretary Duties And Responsibilities
Important Role of the Secretary

7. Lodge Secretary Act in the absence of the Lodge Chief and Vice Chiefs
Records accurate minutes of all Lodge Executive Committee meetings and publish them for approval at the following Lodge Executive Committee meeting
Maintains the Lodge's official membership records and status (In Lodge Master)
Maintains files of all Lodge meeting minutes
Keeps on file all committee reports
Is responsible for registration at all Lodge Events
Maintains in quantity all forms and necessary paperwork for Lodge business
Shall be responsible for receiving and recording all nominations for membership in the Lodge
Shall publish the Lodge newsletter at least quarterly
Maintain record of attendance at Lodge Executive Committee Meetings
Conducts the general correspondence of the lodge
Performs other duties as assigned by the Lodge Committee
Attends the Section Council of Chiefs meeting
Wears the Scout Uniform Correctly
Important Role of the Secretary

8. Chapter Secretary
Supports the other lodge leaders
Keeps minutes at all Chapter meetings
Keeps track of attendance at Chapter events
Reports to the Lodge Chief on who attended Chapter events
Responsible for mailers for Chapter
Attends all Chapter meetings and events
Keeps an updated version of Chapter roster and membership stats for reference (works with Lodge Secretary)
Writes for the Lodge newsletter
Assists The Lodge Chief when needed
Attends all Lodge Executive Committee meetings
Wears the Scout Uniform Correctly
Important Role of the Secretary

9. Introduction on how to keep meeting minutes
Record the proceedings of the lodge and its committees
Record what was done, not what was said (member's are responsibility for keep track of any announcements.)
Record should never reflect the secretary's opinion
Important Role of the Secretary

10. Contents of Minutes The first paragraph of the minutes contains:
The kind of meeting: regular, special
The name of the assembly: lodge meeting or Lodge Executive Committee meeting
The date, time, and place of the meeting (Location)
The fact that the lodge chief and secretary were present or, in their absence, the names of the persons who substituted for them
Whether the minutes of the previous meeting were read and approved – as read, or as corrected
Important Role of the Secretary

11. Contents of Minutes
There should be a separate paragraph for each subject showing:
Any motions made
The final wording of each motion
The action taken on each motion
The name of the mover of the motions
All points of order and appeals, whether sustained or lost, together with the reasons given by the chair for his ruling
The last paragraph gives hour of adjournment
Important Role of the Secretary

12. Contents of Minutes Additional practices
The name of the seconder of a motion is not entered in the minutes unless ordered by the group
Voting results are enter into the minutes
The outcome of voice votes
The number of votes on each side when by show of hands
The details of roll call votes
Important Role of the Secretary

13. Contents of Minutes
The Lodge Executive Committee meeting may occasionally break up into committees. Only verbal reports of the committees are entered into the minutes
Committee written reports can be entered into the minutes by order of the group. Then the entire report is copied into the minutes
The name and subject of a guest speakers are entered into the record, do not summarize their remarks
Important Role of the Secretary

14. Contents of Minutes Signature Minutes are signed by the secretary
Respectfully submitted is not required
Important Role of the Secretary

15. Record Keeping What does it mean?
Important Role of the Secretary

16. Record Keeping
The position of Secretary is by far one of the most important positions a scout can hold in the Lodge, it may not seem too important but it is a position of responsibility and without it the Lodge or Chapter will not be able to function. The Secretary is the one person who is responsible for keeping the membership records and in many cases the history of the lodge. The membership records, minutes of meeting and the reports of committees all must be kept up to date and accurate.
Important Role of the Secretary

17. Chapter Secretary Record Keeping
Today most lodges maintain their records in Lodge Master. However, most Chapter Secretaries do not have access to lodge master and must develop a system to maintain their own records.
The easiest way is to create a Chapter Database, using Microsoft Access. This program is so widely used that almost every home has it.
Important Role of the Secretary

18. Creating a Database in Microsoft Access 2010
Here are the steps to creating a Chapter database in Microsoft Access 2010:
Open MS Access
When the page opens you will see “New” under the file tab on the left side of the screen highlighted
Roll your mouse to the Right Side of the Screen under the Blank database form and find the “File Name Box” in the middle of the page
Left click the mouse in the “File Name Box” and enter the name of the data base such as (Muwu Chapter Roster)
Roll the mouse down and over the “Create Box” and left click
Important Role of the Secretary

19. Conclusion
We have discussed the contents of the minutes and the important aspects of record keeping in the Lodge.
It is recommended that the Secretary use a small tape recorder at meetings and then type his minutes at home. Trying to take notes at a meeting usually ends up with the Secretary unable to make out what he has written or if typing on the computer unable to keep up with what is being said. Also, use spell checker when you type up the minutes
Does anyone have any questions or comments they would like to make?
Important Role of the Secretary

20. Creating a Database in Microsoft Access 2010
When the page opens Roll the mouse over the “AB/text” on the top left of the page and left click
Type LastName and press enter
When the dropdown menu opens Roll the mouse over “text” and left click then type FirstName and press enter
Continue this process until all the desired headings are completed
LastName, FirstName, Address, City, State, OrdealDate, BrotherhoodDate, etc.
Important Role of the Secretary