Secretary

The secretary is an elected officer of the All Star 2 Family Conference. The following section is drawn from the bylaws and outline the basic responsibilities of the role.

Article III - Section 5. Secretary. The Secretary of the corporation shall keep accurate records in books provided for that purpose of all the proceedings at the meetings of the directors and shall also keep copies of all corporate documents. Such books records and documents shall be open at all reasonable times for the inspection of any director. The Secretary shall perform all the duties as the Board of Directors may from time to time designate. In the absence of the Secretary from any meeting, a Secretary pro tempore may be elected.

The Board meets twice every year, once on island during the AS2 Family Conference and once in the Fall at different locations. The Secretary's duties fall mainly around the times of these meetings and the following outlines what those duties are. They don’t differ much between the Fall and Summer meetings.

Before Meeting

    • About one month before meeting, contact other officers and other ex-chairs to start to establish an agenda for the upcoming meeting. The typical agenda for each meeting is attached in Appendix A. Remind working groups from the last meeting that they are on the agenda for this meeting.

    • About a week before the meeting

      • Make any corrections noted after distribution of last meeting minutes

      • Update Addendum with corrected dates of AS2 roles

        • Officers

        • Off Island Jobs

        • AS2 people on SIC Committees (use SIC Annual meeting documents)

        • AS2 people in other organizations (e.g. ISHRA)

      • Distribute Last Meeting Minutes, Addendum Meeting Place, Meeting Time to all ex-chairs

      • For summer meeting talk to new chairs to make sure they know to reserve Elliot 3:00pm-4:30pm on Sunday for the public session, and Sandpiper 4:30pm-5:00pm for executive session.

      • Update Sign-In document. Add new chairs, remove deceased etc.

    • As you pack to leave for meeting remember

      • Secretaries folder with all old info

      • Newly printed Sign in Sheet (and pen)

      • A few copies of Minutes (in case people didn’t bring their own)

      • Your laptop for recording minutes

At the Meeting

    • Get to the designated room(s) about 30 mins before to make sure

      • Water is available

      • Whiteboard is available with markers in Sandpiper (summer)

      • There are enough chairs for expected attendance

      • There is a table for Secretary to use for working

      • Place Sign in sheet and pen in a place for people to sign

      • Place copies of minutes in place for people to pick up

    • Work with President to ensure meeting starts on time, and help run meeting if requested especially time restrictions.

    • Take minutes of meeting.

      • Take care in getting any motions correctly worded (proposer, seconded names are not required but sometimes are useful)

      • Keep careful notes of names when people are volunteering for roles

      • If a new working group is formed ensure moderator has someone identified to run it

      • When last meeting minutes are presented you make the motion to have them accepted as presented (or amended if that is needed)

      • As part of the approval of minutes point out that people need to sign in

      • Collect any handouts for records (especially if they have not been previously emailed)

    • If needed get new chairs to sign the official document that has all the chairs signatures.

    • Sign any paperwork required (new bylaws for example)

After the Meeting (as soon as you can after getting home)

    • Remove UNAPPROVED notation from the last meeting minutes and make any corrections. Send to Webmaster to file.

    • Clean up this meeting’s UNAPPROVED minutes (confirm spelling of names especially) and distribute via email as soon as possible asking for any corrections/typos etc.

    • Send this meeting’s UNAPPROVED minutes and addendum to webmaster to file.

    • Send all supporting emailed reports to Webmaster to file (Treasurer's report, Registrar’s report, GLF report, etc)

    • Review Website and make sure all documentation is available.

    • Start a tentative agenda for next meeting using the typical agenda plus all working groups established in this meeting.

Ongoing

    • Any new corporate documents must be filed appropriately. On the Website if you have soft copy, or otherwise in the Secretary's folder.

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APPENDIX A (AS2 – Typical Agenda Items)

Every Summer

      • Starting in 2018 we opened the non-executive session open to anyone on the island who is interested.

      • President is Moderator

      • Recognize AS2 Births, Deaths, Marriages, etc. (Moderator)

      • Prior Meeting Minutes (Secretary)

      • Treasurer's Report - Preliminary (Treasurer)

      • Registrar's Report (Registrar)

      • CoC Update (One of our CoC Reps)

      • GLF report (Committee chair)

      • SIC Annual Fund Update (Current Rep Assigned by SIC)

      • SIC Board Reps Report (One of our SIC Board reps)

      • Elect AS2 Family Conference Officers - (Moderator)

      • Report Back from Active working groups (from last meeting)

      • Any other business

      • Executive Session - Elect new chairs (moderator)

Every Fall

      • President is Moderator

      • Recognize AS2 Births, Deaths, Marriages, etc (Moderator)

      • Prior Meeting Minutes (Secretary)

      • Auditors Report (Treasurer) - Not done in Summer

      • Treasurer's Report – Audited (Treasurer)

      • Registrar's Report (Registrar) – Not done if just a repeat from summer

      • CoC Update (One of our CoC Reps)

      • GLF report (Committee chair) – Not done if repeat from Summer

      • SIC Annual Fund Update (Current Rep Assigned by SIC)

      • SIC Board Reps Report (One of our SIC reps)

      • Report Back from Active working groups (from last meeting)

      • Any other business