1. Writing the Words that count
Recording Secretary
Writing the Words that count

2. Duties of the Recording Secretary
Part III, Section 4 of our P.E.O. Constitution gives the duties of the Recording Secretary.
Keep a record of the proceedings of all chapter meetings and verify their accuracy with your signature
Read all papers not correspondence
Record answers pro and con when a vote is taken by roll call
Sign official forms as required
Send a copy of the local chapter bylaws and standing rules to the OSC Organizer

3. Tools for the Office Chrono List of Duties 2018 IOLC Training Video
2017 Constitution, Bylaws and Standing Rules

4. Retention Record
The first page of the Recording Secretary Section of the IOLC provides the length of time each document is to be kept.
Corr. Sec. Monthly Report
Social Correspondence
Treasurer’s Monthly Report
Temporary Minutes and/or Working Minutes
If it is not on the list, feel free to PURGE. As P.E.O.s we often keep far more than necessary. Do yourself and your successors a favor, clean those files.
The only thing to keep FOREVER are all final copies of chapter minutes. Know who has them and where they are safely kept. This is the only copy of your chapter’s history. If they are lost, they cannot be replaced.

5. P.E.O. Tools for Taking Minutes Instructions: Recording Secretary’s Record Book
This four-page document gives general information for taking minutes. Additionally, tips are given on what to write for each portion of the business meeting to keep the minutes clear and concise.

6. P.E.O. Tools for Taking Minutes Template for Taking Minutes
Templates are available on the International website for minutes of both regular business and regular social meetings. Using these will help ensure that all pertinent information is included while keeping out items that are best suited for a chapter newsletter.
The templates can be printed and used for notes during the meeting OR downloaded onto a laptop computer and taken to meetings.

7. P.E.O. Tools for Taking Minutes The P.E.O. Style Guide
This handy tool was developed to assist all P.E.O. members with explanations of words and phrases unique to P.E.O. as well as the accepted grammar and punctuation in general and specifically for our organization. It is especially helpful for recording secretaries. It can be downloaded to your desktop or printed and kept in your Record Book for easy access.

8. Helpful Tips Use the template
Use consecutive page numbering throughout the year instead of meeting by meeting
Use Margin Notes or sticky notes to flag business items for future reference
draft minutes to the president prior to the meeting for corrections, suggestions and a memory jogger for her
Record business and social meetings including attendance
Bring the most recent two years’ minutes to each meeting in case past reference is needed
Know where all chapter minutes are kept; this is your chapter history
Send a Meeting Summary or Meeting Update to all members via but do not send minutes; while chapter minutes are brief and report only business, Meeting Summaries can include all the “fun stuff” chapter sisters want to know

9. Enjoy your term in office
Enjoy your term in office. The job you do for your chapter is invaluable.
THANK YOU FOR STEPPING UP TO SERVE.
And remember, your OSC Liaison Officer is only a phone call or an away. She is there to help and make your job easier.