Secretary Duties

Secretary of TEAE is responsible for attending meetings, recording, and posting minutes.

For regular and full meetings

Generally, there is a PowerPoint slide deck presented for the meeting which makes recording the minutes pretty easy. They are an accurate recording of the general topics of discussion for the meetings.

It is not necessary to record EVERY conversation, or to record who made or seconded a motion. Unless there is contentious conversation, only record that a motion was made, seconded, and passed by the Board.

I find it is easiest to write up the minutes within a pretty short time while you still remember the meeting. Then post the minutes to board.teae.org. In the posting, add the minutes to the category “Board Minutes.” 

Automatically an email is set to the Leadership to read them and comment on changes required. (This is set up in MailChimp so check at least annually to insure it’s still working. It requires that Board and Reps are tagged as Board in Mailchimp.)

For emailed discussion and votes

For online disucssions, it seems prudent to record who made the motion and who seconded it. Then include the results of the vote and any appropriate commentary.

Posting can be made by emailing the webmaster with text and instructions or by the secretary if that person has apporpriate permissions.

Membership Chairman

The membership chairman maintains the membership database, ensures that members are notified when their membership dues are about to expire or have expired, welcomes new members to the club, advises regional reps of new members in their region, advises the newsletter editor of new members, provides a monthly report to the club leadership, provides a report to the treasurer of dues received, along with any checks received, updates the members map and membership rosters on the members only website, and responds to members questions.

Detailed duties are described in the following documents:

Day- to – day instructions

Monthly Actions