·
The
Secretary is responsible for the written records of the Club, especially the
minutes of the meetings. The minutes are to be taken by the Secretary or someone
arranged for by the Secretary and made available to the membership at or prior
to the next monthly meeting. The minutes are to be approved at the business
meeting.
·
The
Secretary will maintain the membership database of the Club.
·
The Secretary is also responsible
for the preparation and printing of other materials deemed necessary by the
Executive Committee, for example, the Photographic Roster and
an annual brochure or flyer giving the program for the year. The* Secretary will
select and work with the photographer and printer informing and obtaining
approval of the President and Treasurer for
financial obligations before they are made. If questions arise, they will
be brought before the Executive Committee.
·
The Secretary will establish a
system for reminding the members of meetings a few days prior to each meeting.
Reminding may be done by the mailing of the minutes, e-mail, or phone message
(as appropriate). Ideally, each member should be reminded in the manner
preferred by the member.
·
The
Secretary will read the nominations for new members at the request of the Chair
of the Membership Committee. The Secretary will order name tags for new members
and replacement tags for others, as requested.
·
If
the membership committee terminates a member (Article III, Section 7) "the
Secretary shall notify the member if his or her membership is
terminated."
·
The President and Executive
Committee are responsible for selecting the "best paper of the year;"
the Secretary is responsible for having it printed and available at the May meeting
and having it filed in the Special Collections section of the University of
Oregon Library.
·
The
Secretary is an ex-officio member of the Membership Committee; the following
year the Secretary continues as a regular Membership Committee member.
·
After
the May meeting the Secretary will put the Round Table papers in good order and transfer
them to the new Secretary.