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POSITION TITLE: Recording Secretary

BASIC FUNCTION:
  • To accurately and succinctly record all actions taken at any business meeting of the AIS Board of Directors.

REPORTING RELATIONSHIPS:
  • He/she is appointed by the President and responsible to the Board of Directors

MAJOR FUNCTIONS:
  1. To record all actions taken at any business meeting of the AIS Board of Directors.
  2. To prepare and distribute the minutes of business meetings of the AIS Board of Directors.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. To attend the spring and fall meetings of the AIS Board of Directors.
  2. To record minutes in writing and to record all proceedings on tape to ensure accuracy of the minutes and to provide verbatim evidence of actions taken should the written record be challenged.
  3. To make available at each session of the AIS Board an Attendance Sheet so that the presence of all attendees during the entire session may be recorded. This Attendance list becomes a part of the minutes.
  4. To prepare and distribute the official minutes of the meetings of the AIS Board of Directors.

      • a) Transcribe notes and check entire document against tapes for accuracy and detail;
      • b) Send draft copy of minutes to the AIS President for approval/ correction;
      • c) Send final draft of minutes to the Editor of the AIS Bulletin by the designated deadlines which are usually on or about June 15 and December 15; and,
      • d) Have printed and mail a copy of the minutes to each officer director, and Committee Chairman.
  5. To monitor additions, corrections to the minutes.
      • a) Corrections to minutes of the previous session as printed in the Bulletin will be approved at each meeting of the AIS Board of Directors. These corrections will appear as part of the minutes of the next session.
      • b) Corrections of fact, typographical errors or misspellings are considered bonafide corrections. In the event that some persons did not sign in on the Attendance Sheet, addition of those names should not be submitted as a correction.
      • c) Additions or corrections should be sent to the Recording Secretary prior to each meeting. These will be reported by the Recording Secretary prior to the President's request for approval the minutes. Further correction may be made from the floor. [The Recording Secretary should have available both theAttendance Sheets and the tapes from the previous meeting.]

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:
  1. Mid-April to late-May: Attend the spring meeting of the AIS Board of Directors. This meeting is concurrent with the AIS National Convention.
  2. June 15: Submit minutes of the spring meeting of the AIS Board of Directors to the Editor of the AIS Bulletin for publication.
  3. First week-end in November: Attend the fall meeting of the AIS Board of Directors.
  4. December 15: Submit minutes of the fall meeting of the AIS Board of Directors to the Editor of the AIS Bulletin for publication
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Topic revision: r1 - 31 Oct 2011, RPries
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