Elegant Eleventh Southern District, U.S. Coast Guard Auxiliary Serving Southern California, Southern Nevada, Southern Utah, and Arizona

Stepheni Norton, DSO-SR

SECRETARY AND RECORDS

While this program does not report to a National-level department, the Secretary / Records (SR) exercises responsibility and supervision for the recording and subsequent publication of the minutes of official sessions, as well as ensure unit record retention requirements are met.

The page will serve as an instructional tool for all District 11S SRs.

2008 CHANGES

• Separate 7017 is no longer required
• All unit must submit their minutes via the "Record of Meeting" template
• Paper minutes, 7017 or record of meeting will no longer be accepted
• All "Record of Meeting" must be submitted electronically via the District Document Control Center
• Once submitted the "Record of Meeting" will be retrievable, searchable and viewable via the District Document Control Center

SUBMIT MINUTES

An Electronic Document Control Center has been set up for the District files.  On this secure server each unit has their own password* protected folder.

*The password has been sent via email to each units SR and leaders. 

Submitting "Record of Meeting" is very easy:

1. Save your "Record of Meeting" with the proper naming convention

   YYYY_MM_UNITNUMBERXX
   YYYY = Four digit year. ex: 2007
   MM = Two digit month. ex: 05
   UnitNumber = Four digit unit number. ex: 1600 (Div 16) or 1604 (Div 16 Flt 04)
   XX = MM for "Record of Meeting"  (Meeting Minutes)

   Example: 2008_01_1600MM

2. Click on the you unit number listed to the right.

3. Enter your unit password

4. Click "Continue"

5. Click "Add Files..." to locate the Minutes you want to submit

6. Find and select the file from your computer

7. Click "Open"

8. Your file will be listed on the page

9. Select "Upload"

10. Once the file uploaded you will get a "File Drop Successful!" message

General SR Duties

• Maintain close liaison with the next highest Secretary/Records Staff Officer.
• Be responsible for the recording and publication of the minutes of the unit when it meets in official sessions.
• Maintain a current record of unit officers, committee assignments and such other appointments.
• Maintain such other records as may be required to ensure the correctness and continuity of administration.
• Assume staff responsibility for matters pertaining to administrative and personnel reporting.
• Maintain a current roster of unit members.
• Maintain a copy of the unit Standing Rules and other records as may be required to ensure the correctness and continuity of administration.
• Report monthly to the Vice about the activities and progress in carrying out these duties.
• Prepare an agenda for each unit meeting.
• Publish the unit meeting notice, with meeting agenda, to all categories of attendees.
• Create and maintain a unit binder for all unit documentation. May be electronic or hard copy.
• At each unit meeting, present the minutes of the previous meeting for approval.
• Once approved ensure minutes are signed (wet or electronically)
• Ensure all meeting attendees and guests sign in.

All District 11S SO and FSO SRs shall:

• Use the "Record of Meeting"  Template

Flotilla Template

Division Template

• Document the meeting completely enough to accurately reflect business conducted, making sure to accurately document the motions
• Be knowledgeable of Roberts Rules of Order
• Document motions per Roberts Rules of Order
• Document all attendees and guests of the meetings
• Publish the "Record of Meeting" within 10 days of the meeting
• Use the proper naming convention for their meeting minutes:

YYYY_MM_UNITNUMBERXX
YYYY = Four digit year. ex: 2007
MM = Two digit month. ex: 05
UnitNumber = Four digit unit number. ex: 1600 (Div 16) or 1604 (Div 16 Flt 04)
XX = MM for "Record of Meeting" (Meeting Minutes)

Example: 2008_01_1600MM

• Submit a copy of the "Record of Meeting" to Document Control Center within 10 days of the meeting.