“CFWC Keeping Up With The Times"
California Federation of Women's Clubs
RECORDING SECRETARY - JEAN LASH
“Inelegantly, and without my consent, time passed.”
― Miranda July, No One Belongs Here More Than You
The Recording Secretary’s primary responsibility is to keep the minutes of the meetings of the organization. It is important that a true and correct record of all minutes is kept on life, as these records are the history and legal information of the organization.
The Recording Secretary:
- Records and keeps the minutes of all meetings.
- Ensures that the minutes – a permanent record of the club’s activities and decisions – are preserved in an organized and readable form.
- Records the exact wording of each motion as restated by the president.
- Provides a copy of the minutes to the Executive Committee and any other members specified in the bylaws in a timely manner.
- Executive Committee meetings are confidential. Minutes are distributed to the members of the committee.
- Minutes of the Board meetings are distributed to all members of the board.
- Calls the meeting to order and presides over the meeting when both the President and Vice President are absent until a temporary chairman is elected.
- Signs legal documents as required.
- Has motion forms and ballot materials available.
- Performs all other duties as specified in the organization’s bylaws.
The ABCs of Minutes:
- Minutes should be accurate listing all business in the order it was presented.
- Minutes should be brief omitting all personal comments.
- Minutes should be clear recording what was done.
The form for standard minutes:
- The first paragraph includes: the kind of meeting (regular or special); name of the organization; date, time, and place (if not always the same): presence of President and Secretary or their substitutes; whether minutes of previous meeting were approved as read or corrected.
- The body should have a separate paragraph for each subject matter.
- The last paragraph has the time of adjournment.
- The signature should be that of the Secretary; do not use “Respectfully Submitted.”
- Following approval; record the date of approval with the Secretary’s initials written below the minutes.
- The name of the maker of the motion
- The final wording of all main motions with any amendments that were adopted, any motion to reconsider and whether each was adopted, lost, or temporarily disposed of.
- Generally, motions withdrawn are not recorded.
All points of order and appeals, noting whether sustained or lost, and giving the chair’s reasons for the ruling should be included.
- Amendments or revisions to the bylaws must be recorded accurately with the date of adoption noted.
- If a ballot election takes place, include full report of all votes cast as shown by teller’s report.
- Record the results of all ballot or counted votes with the number of votes received and the outcome of the vote.
- Minutes should be typed. Wide margins are helpful if you must make a correction.
- A tape recorder is a helpful tool that can be used during the meeting. Inform the members if you are using one.