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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.
All District 11S SO and
FSO SRs shall:
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
- Use
the "Record of Meeting"
Template
Flotilla Template
Division Template
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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
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.
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:
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Save your "Record of Meeting" with the
proper naming convention
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Click on your unit number listed to the right.
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Enter your unit password
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Click "Continue"
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Click "Add Files..." to locate the Minutes you
want to submit
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Find and select the file from your computer
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Click "Open"
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Your file will be listed on the page
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Select "Upload"
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Once the file uploaded you will get a "File Drop
Successful!" message
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