Article Eleven: Secretary

  1. The Secretary assists the President and Vice President in their administrative duties.

  2. The Secretary serves as parliamentarian and in this position:

    1. Responsible for scheduling and coordinating the time, date, and location for all SAMC MFLWC meetings and notifying all members of the scheduled meetings and changes thereafter.

    2. Assists in planning and conducting the business of all meetings.

    3. Drafts all correspondence for the SAMC MFLWC.

    4. Prepares agendas and order of business for meetings.

    5. Advises and consults with the President and Executive Council in interpretation of the By-Laws and rules.

    6. Advises the presiding officer on points of parliamentary law and gives similar advise to the Executive Council to insure that all committee actions are consistent with SAMC MFLWC’s Articles of Incorporation and By-Laws.

  3. The Secretary provides each member of the Executive Council with a copy of current By-Laws and amendments thereto.

  4. The Secretary is the recording officer of any assembly and the custodian of its records, except those specifically assigned to others. The Secretary’s responsibilities include:

    1. Recording the minutes of all executive and membership committee meetings.

    2. Maintaining a signed copy of the minutes of the committee meetings as a permanent record.

    3. Making minutes and records available to all members upon request.

    4. Providing a copy of Executive Council meeting minutes to each member of the committee within 20 working days of a meeting.

    5. Forwarding one copy of all approved minutes and financial statements to Directorate of Morale, Welfare, and Recreation, Fort Leonard Wood, Missouri.

    6. Keep a membership book containing the name of each member of the SAMC MFLWC, By-Laws, a correspondence file, and such other records or files as the Executive Council may direct.

    7. Conduct all correspondence of the SAMC MFLWC as directed by the officiating officer.

    8. Maintain a roster of the Advisory Council and provide a copy to each member.

    9. Compile the activities of the Executive Council.

    10. Have custody of all books and other written material or printed matters and control over member access to them.

    11. Maintain custody of any objects of value that belong to the SAMC MFLWC.

    12. Notify members of their selection to the Executive Council or appointment to a sub-committee.

    13. Maintain record books of By-Laws, special rules of order, standing rules, with any amendments properly recorded, and the current books on hand at every meeting.