Welcome to the Secretary Workshop
•
Building on the Foundation
and
•
Podium book Yellow PAGES
11-15, also Sec 812 : page 75
Agenda
Opening Ceremonies per Ritual
Introduction of Dept. Officer or any guests
Roll Call of Officers
Minutes, and other Communications
Treasurer Report
Presentation of Bills
Audit
Program Presentations
Unfinished Business
New Business
Report of Trustees (MOTION TO PAY ANY BILLS)
Suggestions for Good of the Order
Traditional With Floor Work
Traditional Without Floor Work
Contemporary
Roundtable
TREASURER REPORT
Audit
STANDING RULES
1 for every 15 members
1 for every 15 members
1 FOR EVERY 35 MEMBERS
shall be entered into MALTA
by the CURRENT Secretary
within 7 days of installation
or submitted to the
Dept. Secretary
within the 7 days
CONTACT : DEPARTMENT SECRETARY
DEBBIE TILLEY
DKTILLEY@COMCAST. NET
ANY OFFICER CHANGES
Provide Aux/District #, position,
name and member #
CHANGE MEETING DATE AND TIME
Most Commonly Seen Issues
Trustee resigns during the year you elect
the Trustee for the vacant position – no
one moves
Election of Trustees in April – All Trustees
move up one and you elect one Trustee –
Trustee #3
Nominations and Elections are held at the
same meeting in April. We DO NOT
nominate in March and elect in April.
Standing
Rules
Your minutes are part of
the history of your
Auxiliary so when you
write them, have them
tell the story of your
meeting
.
•
If the secretary’s
minutes need a
correction made, where
is that notation made?
Corrections shall be
made in the margins of
the minutes by the
Secretary
•
.
General
Correspondence is
kept for how long?
1 Year
Can an objection by one
member prevent the
Secretary from recording
the minutes
YES
It is permissible to type
or computer generate
the minutes and keep in
a 3 ring binder?
Yes
DEBBIE’S PHONES
LANDLINE
WILL NOT ACCEPT TEXT MESSAGES
904-460-9345
CELL PHONE
904-495-3622
WILL ACCEPT TEXT’S, PHOTOS, EMAIL,
VIDEOS
This workshop provides guidance on secretary duties such as agenda management, financial reporting, and officer installations. Explore key topics like trustee elections, standing rules, and common issues faced by secretaries. Gain insights into maintaining effective communication, handling administrative tasks, and fostering organizational success in a secretary role.
Uploaded on Feb 23, 2025 | 0 Views
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Presentation Transcript
Welcome to the Secretary Workshop
Building on the Foundation and Podium book Yellow PAGES 11-15, also Sec 812 : page 75
Agenda Opening Ceremonies per Ritual Introduction of Dept. Officer or any guests Roll Call of Officers Minutes, and other Communications Treasurer Report Presentation of Bills Audit Program Presentations Unfinished Business New Business Report of Trustees (MOTION TO PAY ANY BILLS) Suggestions for Good of the Order
Traditional With Floor Work Traditional Without Floor Work Contemporary Roundtable
TREASURER REPORT Audit STANDING RULES
1 for every 15 members 1 for every 15 members 1 FOR EVERY 35 MEMBERS
INSTALLATION REPORT shall be entered into MALTA by the CURRENT Secretary within 7 days of installation or submitted to the Dept. Secretary within the 7 days
CONTACT : DEPARTMENT SECRETARY DEBBIE TILLEY DKTILLEY@COMCAST. NET ANY OFFICER CHANGES Provide Aux/District #, position, name and member # CHANGE MEETING DATE AND TIME
Most Commonly Seen Issues Trustee resigns during the year you elect the Trustee for the vacant position no one moves Election of Trustees in April All Trustees move up one and you elect one Trustee Trustee #3 Nominations and Elections are held at the same meeting in April. We DO NOT nominate in March and elect in April.
Standing Rules
Your minutes are part of the history of your Auxiliary so when you write them, have them tell the story of your meeting.
If the secretarys minutes need a correction made, where is that notation made?
Corrections shall be made in the margins of the minutes by the Secretary
. General Correspondence is kept for how long?
Can an objection by one member prevent the Secretary from recording the minutes
It is permissible to type or computer generate the minutes and keep in a 3 ring binder?
DEBBIES PHONES LANDLINE WILL NOT ACCEPT TEXT MESSAGES 904-460-9345 CELL PHONE 904-495-3622 WILL ACCEPT TEXT S, PHOTOS, EMAIL, VIDEOS
