1. Recording Secretary Corresponding Secretary
Welcome Sorors
State the name of the workshop
Introduce self and co-facilitators
Purpose of Leadership Academy—refer to Constitution
It shall be the duty of the Leadership Academy to:
Develop and enhance the leadership capacity of sorors at the local, regional and national levels and outside of the sorority;
Ensure consistency of approach and quality of training and development activities;
Serve as resource consultants on learning and development.

2. Agenda INTRODUCTIONS LEARNING OBJECTIVES CHAPTER STRUCTURE
DELTA’S GOVERNING DOCUMENTS
CHAPTER ROLE DEFINITIONS
ROLES & RESPONSIBILITIES
RECORDING SECRETARY
CORRESPONDING SECRETARY
CLOSING
EVALUATIONS
Page 3
Review agenda
Explain that these are generic guidelines for the positions; they can be superseded by the Chapter Policies and Procedures
Have participants introduce themselves if small group; if not, have them stand up by:
Collegiate
Alumnae
Corresponding Secretary
Recording Secretary
Other
Explain that most of what we are going to cover is in the manual, with additional information.

3. Learning Objectives
To provide awareness and understanding of chapter leadership roles and responsibilities
To enhance chapter management
and effectiveness
To explore the interrelationship of these roles
Page 4
Explain that this is an overview of the roles and responsibilities of the corresponding and recording secretaries. The purpose is to give chapter members and officers an understanding of what is expected in their role and how the different roles interact. To provide effective leadership, chapter officers should know and understand the programs, policies procedures and organizational relationships of the Sorority.
Explain that the manual is an excellent resource tool. Due to time constraints we may not cover everything in it.

4. National Structure
Page 5

5. Regional Structure
Page 6

6. Chapter Executive Board
Chapter Structure
Chapter President
Chapter Executive Board
Committees
Finance
Membership
Social Action
Nomin-ating
Heritage/Archives
Scholarship
Program Planning
Members
Page 7
SAY: Chapters put into operation the programs, policies and procedures of the Sorority; Chapter policies, plans and structure establish the roles and responsibilities of chapter members. Chapter officers are responsible for coordinating, directing, and controlling the chapter’s program.

7. Delta’s Governing Documents
Corporate Charter
Constitution and Bylaws
Robert’s Rules of Order Newly Revised (10th Edition, 2000)
Chapter Management Handbook
Ritual
Chapter Rules of Order
Chapter Policies and Procedures
National Code of Conduct
Protocol and Traditions
Show materials as you talk if you have them.
SAY, “These are our governing documents.”
Emphasize that these materials must be up-to-date, not older versions.
Emphasize that the materials may be purchased at the Delta Bookstore.

8. Administrative Resources & Tools
Membership Intake Program
Pyramid Study Guide
Administrative Procedures for Membership Intake
Chapter Mailings/Updates
Financial Information Booklet
Chapter Compliance Submission List
Show materials as you talk.
SAY, “These are our administrative resources and tools. While they are not our governing documents, they contain guidelines by which we must abide.

9. Chapter Role Definitions What do you think are the duties of your office?

10. THE RECORDING SECRETARY
SAY: “We will discuss the duties of the recording secretary first, then the corresponding secretary.”

11. Chapter Secretary
The secretary is the recording officer of the chapter and the custodian of its records, except those specifically assigned to others, such as the treasurer’s books.
NOTE: When there is a corresponding secretary, the unqualified word secretary used alone refers to the recording officer.
Emphasize the NOTE
This is on Page 10 in the manual

12. Duties of Recording Secretary
To keep an accurate record of all proceedings of the chapter – usually called the minutes; the recording secretary records minutes for all executive board, chapter, and called meetings. (Committee chairs or committee members record minutes of committee meetings.)
To keep on file all committee reports;
To record all votes;
Briefly describe the role of the secretary
Tell Sorors to refer to page 10 in the manual

13. Duties of Recording Secretary
To provide written copies of the minutes at subsequent meetings;
To make the minutes and records available to members upon request;
To notify officers, committee members, and delegates of their election or appointment;
To furnish committees with whatever documents are required for the performance of their duties, and to have on hand at each meeting a list of all existing committees and their members;
Ask if they are aware of all of these duties
How do you make the minutes and records available? (Bring current year’s minutes to each meeting)

14. Duties of Recording Secretary
To sign all certified copies of acts of the chapter, unless otherwise specified in the chapter Policies and Procedures;
To maintain record book(s) in which the chapter Rules of Order and Policies and Procedures and minutes are entered, with any amendments to these documents properly recorded, and to have the current record book(s) on hand at every meeting;
In the absence of the president and vice-president, to call the meeting to order and preside until the immediate election of a chairman pro tem.
Continue discussion.
Ask sorors if there are points that they feel should be added.

15. Modern Methods Pertaining to Minutes
Say, we will not cover everything in this section of the manual due to time constraints. However, it is an excellent resource for the recording secretary. It covers the purpose, preparation and use of minutes. This section also has sample minutes written in the correct format for your use.
Pages 10 – 17 in the manual

16. Minutes
The minutes are the official record of the proceedings and business transacted during a particular meeting.
The minutes should contain mainly a record of what was done at the meeting, not what was said by the members.
The minutes should never reflect the secretary’s opinion, favorable or otherwise, on anything said or done.
The minutes should be kept in a substantial book or binder.
Say--A set of minutes is the report of the recording secretary stating the business transacted at the specified meeting. One thing we need to remember is that the minutes should adhere to three basic rules:
READ THE BULLETED ITEMS
Ask Sorors what is the purpose of minutes. Refer to pages in the manual.
Emphasize that it is best if minutes are distributed before the meeting, then they do not have to be read aloud at the meeting.

17. PREPARATION
Original minutes consist of good notes taken during the meeting. They should include:
Recommendations, decisions, actions
Original (or copies) of all correspondence, reports and handouts
All motions, makers of motions, amendments and results of votes
Transcribed minutes
In proper format
Present to President for approval, before Executive Board meeting.
Emphasize that minutes are a legal record of the proceedings.
SAY: The name of the Soror who seconds the motion does not have to be entered. The motion should be recorded exactly as the president states it.

18. Minutes
The format and content of transcribed minutes should have at least four distinct parts:
Heading
Main body citing actions taken
Reports, handouts, other written materials distributed during the meeting, and
Signatures
Say, “In the majority of chapters, number three consists of the actual, original, signed copies of most of the written material presented to the body (reports, resolutions, motions, etc.). If the original is needed in order to respond, then make a copy for the minutes.”
Refer to page 12 in the manual. .

19. Content of the Minutes The heading of the Minutes should contain:
The type of meeting: regular, Executive Board, special;
The chapter’s name;
The date and time of the meeting, and the place, if it is not always the same;
The first paragraph should contain:
Who called the meeting to order and the time
Whether a quorum was present
The adoption of the agenda
Review each bullet, do not read. .

20. Content of the Minutes
Divide the MAIN BODY of the minutes into sections that correspond to the items on the meeting agenda. The Body of the Minutes should contain a separate paragraph for each subject matter; giving, in the case of all motions, the name of the mover, and should show:
All main motions or motions to bring a question again before the chapter – except, normally, any motions that were withdrawn – stating:
The wording in which each motion was adopted or otherwise disposed of; and
The disposition of the motion, including any primary and secondary amendments and all adhering secondary motions that were then pending.
Minutes should show objectively what was done by the body in the same order as the agenda or as transacted during the meeting.
Use the next two slides to discuss the contents of the minutes.
Explain that it is not necessary to record every comment, but concentrate on the gist of the discussion and summarize.
Refer to the sample minutes on page 12 in the Participant’s Manual.
Discuss how motions should be presented in the minutes.

21. Content of the Minutes The Body of the Minutes also should contain:
Secondary motions that were NOT lost or withdrawn, in cases where it is necessary to record them for completeness or clarity – for example, motions to Recess or to Fix Time to Adjourn, or motions to Suspend the Rules;
All notices of motions;
All points of order and appeals, whether sustained or lost, together with the reasons given by the chair for her ruling;
Reports that were presented and any action on that report.
The Last Paragraph of the Minutes should state the hour of adjournment.
Discuss each bulleted item.
Refer to page 14—the section that begins with NOTE: keep this handy.. .

22. Additional Rules and Practices Pertaining to the Minutes
The name of the seconder of a motion should not be entered into the minutes unless ordered by the chapter;
When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered in the minutes;
The name and subject of a guest speaker can be given, but no effort should be made to summarize her remarks.
Don’t include the name of the seconder of a motion in the minutes unless ordered by the chapter.
Whenever there is a vote, including by ballot, the number of votes on each side should be entered; and when the voting is by roll call, the names of those voting on each side and those answering “Present” should be entered. If members fail to respond on a roll-call vote, enough of their names should be recorded as present to reflect that a quorum was present at the time of the vote. If the chair voted, no special mention of this is made in the minutes.
When a committee report is of great importance or should be recorded to show the legislative history of a measure, the chapter can order it ‘to be entered in the minutes,’ in which case the secretary copies it in full in the minutes.
The name and subject of a guest speaker can be given, but no effort should be made to summarize her remarks.
ASK sorors if they have any questions regarding the preparation or presentation of the minutes before going to the exercises.

23. The Corresponding Secretary
Say, “We will now highlight the duties of the corresponding secretary.”
Page 20 in the manual

24. Duties of the Corresponding Secretary
Inform and make available all correspondence to members of the Executive Board at each Executive Board meeting and to the members of the Chapter at each General meeting;
Write and send all Chapter correspondence;
Prepare and send Chapter newsletters via mail and other forms of distribution;
Briefly describe the role of the Corresponding Secretary.

25. Duties of the Corresponding Secretary
Notify members of all meetings,
Maintain files of correspondence,
Check the post office box on a regular basis,
Set up and maintain the voice mail message line, and
Create chapter ads.
ASK sorors if they can add any points to those already mentioned.
Mention that the chapter should have an approved template to use each time an ad is purchased.

26. Use of the Internet for Correspondence
Poll chapter members
Create confidential distribution list
Use personal rather than business addresses to insure confidentiality
Do not send sensitive Delta material
Official correspondence must be authorized by chapter President
Say, “We know that the Internet has become a main source of communication for the Sorority, and sorors, so we must have guidelines for its use as it relates to correspondence and general use of the website.” Guidelines are listed in depth in your manual on page 18.
Say that the Technology Task Force may be providing an update to the guidelines during the conference.

27. Creation of Chapter Ads
Responsibility of Corresponding Secretary
Establish standard template for ½, ¼, and full page ads
Obtain chapter approval
Always used when chapter votes to take out an ad
Say, “The corresponding secretary has the responsibility of creating and submitting ad for the chapter.”
“Let’s review the guidelines for the creation of chapter ads.”
Review the bulleted items. .

28. Delta Website Guidelines
Should complement the National website and showcase local Delta activities
Establish links to National homepage for
Mission of the Sorority
History
Membership Demographics
How to Become a Member
Sale of Delta Publications/Artifacts
OPTIONAL -Pages 22
Review bulleted items.

29. Delta Website Guidelines
Chapter homepages may include
Torch of Wisdom
Photos of Chapter Activities
Delta Founders
Chapter History, Including Charter Members and pictures
Past National and Chapter Officers
Review bulleted items.
Refer to pages 22

30. Delta Website Guidelines
Chapter homepages may not include
Sorority Crest
Secrets, Passwords, Signs and Grips
Ceremonies, Membership Intake Activities (narratives or photos)
Oath, Mottoes or Mizpah
Delta Prayer
Delta Hymn
Review bulleted items.

31. Management of Delta Records, Archives, Properties, and Paraphernalia
Say, “We know that Delta’s information is confidential and not open to knowledge by the general public. Therefore, we must have procedures in place for proper management of our information, properties, paraphernalia, etc.”
“This section explains how to manage Delta’s information, properties, etc. and starts on page 23 in your manual.

32. Management of Delta Information
Shred documents
Clean up after programs. Do not leave handouts on the tables.
Destroy unwanted T-shirts and other articles of clothing, or pass them on to another Soror.
Make provisions in your will to give Delta documents and paraphernalia to the chapter or another Soror.
Report unauthorized paraphernalia on the Internet to National Headquarters
Support only licensed vendors. Do not purchase Delta materials or paraphernalia from street vendors.
Read the bulleted items.
Chapter files should be maintained for 5 years. .

33. IN CLOSING. . . Don’t let anything stop you.
There will be times when you’ll be
disappointed, but you can’t stop.
Make yourself the very best that
you can make out of what you are.
The very best.
Founder Sadie T. M. Alexander
Please complete all evaluation forms.
As evaluations are being distributed, ask Sorors to look at what they wrote on page 6 and see if they have a different perspective now. Expand if there is time.
Ask them to complete the evaluations and thank them for attending.