Secretary/Treasurer Duties
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Attends meetings of the organization
Attends meetings of the Executive Committee
Keeps minutes of each individual meeting
Distributes minutes (in a timely manner) to members
o Shares minutes with the Exec Committee; after approval by the
Exec Committee minutes will be shared with the membership
o Official minutes should be brief and reference the important
business of each meeting. The official minutes should be
posted and archived on the web page
Working notes should be detailed information from the meeting and
should be shared with the membership only
Makes arrangements for hotel rooms, meeting rooms, and meals
o Dinner costs approximately $25 per person
o Lunch costs approximately $10 per person
o Attendance averages 25 people
o Arrangements for the next meeting should be made at the
conclusion of each meeting
Meets deadlines
Provides information for meeting attendees
o Agenda, minutes, treasurer’s report, name tags, etc.
o See web page for sample agendas and reports
o Retains copies of all checks (received and paid)
Reviews procedural manual as necessary
Keeps detailed records of expenses and income
Keeps President informed of all expenses and income
Posts invoices for local dues to the listserv – with fall meeting; again
in January
o Uses spreadsheets in procedure manual to distribute invoices
o Updates information for current year
o Keeps invoices in numerical order; (invoice numbers begin with
the year and are then numbered sequentially)
Posts invoices for biannual meetings to the listserv – 1 month before
meeting
Procures plaque for outgoing President
Transfers records and procedural manual to incoming
secretary/treasurer