Secretary
Current 2015-2016: Renee Rettler, rettler.renee@principal.com & Jennifer Zimmermann, jzimmer2@amfam.com
Predecessor 2012-15: Gayle Kagen, gkagen@gmail.com & Susan Wolf, swolf@chortek.com
Date: ____May 2015____________
The Recording Secretary shall record accurate minutes of the proceedings of all meetings of the Local Organization, the
Board of Directors, and the Executive Committee; and keep current records of the organization. In addition, act as
Historian and preserve in a permanent file all records and letters of value to the Local Organization and its officers.
Details:
Record accurate minutes of the proceedings of all meetings of the Local Organization, the Board of Directors, and the
Executive Committee; and keep current records of the organization. In addition, she shall act as Historian and preserve
in a permanent file all records and letters of value to the Local Organization and its officers. The co-Secretaries will
handle Corresponding and Recording Secretary duties.
Monthly Board Meetings: 2nd Wednesday of each month
1 week prior to board meeting:
 Wednesday: Send reminder to board for agenda items, request RSVPs for meeting—due by Friday PM
 By Monday AM : Create agenda and send to co-Presidents for review & approval
 By Tuesday AM: Send agenda with past months meeting minutes, Treasurer’s report and any other
attachments to Board members
 Find replacement to take notes if not able to attend
 Save all documents in Dropbox and/or flash drive for permanent record
Monthly Members Meetings: 3rd Wednesday of each month (except July and December)
3 weeks prior to member meeting:
 Collaborate with VP of Programs to get member meeting details to include on the invite, due by the 4th
Wednesday of the month
 1st day of the month: create Constant Contact e-vite; send event link to website chair to post on website
 1st Monday of the month: first emailing of the Constant Contact e-vite
o Provide option to purchase meal punch cards in the e-vite
o Provide choice for vegetarian meals and heart healthy meals
nd
 2 Monday of the month: second emailing of the Constant Contact e-vite
1 week prior to members meeting;
 Wednesday: Send reminder to board for announcements to be included on the agenda handouts, due
by Friday PM
 Friday: third/final emailing of the Constant Contact e-vite urging everyone to register by Monday
 By Monday AM : Create agenda and send to co-Presidents for review & approval
 By Monday early afternoon: call in the meal count to the Radisson Catering department
o Keep track of all special meals and call the number into the Radisson catering
 By Tuesday AM: Send agenda with past months meeting minutes and any other attachments to
members
 By Tuesday PM: Send copy of registration list to VP Membership, Welcome Committee Chair, and
Treasurer prior to meeting (online registration cuts off at midnight Tuesday)
 Find replacement to take notes if not able to attend
 Save all documents in Dropbox and/or flash drive for permanent record
E-Mail Correspondence:
Gmail E-mail inquiry guidelines:
 Respond to all questions and inquiries within 2 business days: inquiries and questions should be
forwarded to the appropriate board member or to the co-Presidents by default
 Set a standing ‘out of office’:” Thank you for your e-mail, Mid-Day has received your email/inquiry and
will respond within 2 days to your request.”
 Check the gmail account daily during the business week, and on Monday morning for the weekends
Expectations for E-mail notices that board members would like to have sent out:
 All notices should be drafted as they are to be sent out, including the subject line
 Notices should be sent to the G-mail account with a subject line letting us know a notice needs to be
sent (Subject Line: Notice for board members or Notice for membership)
 Notice should be formatted without any tables or boxes (standard word Doc format preferred)
 Notice will be sent within 2 days of receipt
 MDWA sponsored events only: if a member/board member has their own event to promote, they may
do so using the newsletter and/or website calendar and announcement page on the website
Constant Contact events: to be used only for MDWA events requiring payment; all other events communications to
members should go via email from our MDWA gmail account
 1 week notice required for event request to be sent
 List all of the items needed for the event notice (may be more, just a quick list)
o Date(s), Time(s)
o Fees
o Detail of event
o Registration deadline
o Event close date
o Main contact person
o Who it should be sent to (membership/ all guests/past members)
 If questions come into the gmail account for this event, forward on to the event contact
 If additional one-off invites are needed for the event the event, give the contact a link to send to new
invitees
 Send event link to website chair to post on our website
 Send final counts to event contact at close of event
Possible changes for the future:
Goals for 2015-16: