Secretary keeps all written records, including minutes of the committee meetings; also sends out notices of committee meetings and other mailings to committee members. Makes agendas one week prior to each meeting and sends to all committee members and the webmaster to post. Records minutes of each meeting and sends to all committee members and the webmaster to post within one week of the meeting. Formulates and updates committee rosters.
Minutes and Agenda are prepared for every meeting and are kept in the corporate records. Typically, items to be placed on the Agenda need to be placed prior to the meeting and approved by the Chairperson before being allowed to be discussed at the meeting.
Agenda and Minutes Examples:
The other large responsibility of the Recording Secretary is to maintain the committee and volunteer rosters. These are updated as frequently as possible, distributed at the meetings, and posted on the Steering Committee Web Portal.