POSITION TITLE: Secretary received 11-5-2015

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 elected by and responsible to the Board of Directors.

MAJOR FUNCTIONS:

  • To keep the records of the proceedings of The American Iris Society and carry on the correspondence.
  • To mail notices of meetings and have charge and custody of AIS books and papers except those relating to AIS financial affairs.
  • To draw written orders for the payment of AIS expenses by the Treasurer, with such orders Signed by the Secretary and countersigned by the President and/or First Vice President.
  • To be the custodian of the official seal of The American Iris Society.
  • To make reports to the AIS Board of Directors at the bi-annual meetings.

SPECIFIC RESPONSIBILITY AND AUTHORITY:

  • To receive and respond to all correspondence (including electronic) that is directed to the Secretary and/or send it on to the appropriate person.
  • To monitor any/all e-mails concerning AIS matters and copy and catalog information to the various files (e.g., new/old agenda items for the next Board of Directors meeting.)
  • To prepare vouchers for payment of bills received from various Committee Chairmen and send to President for approval who then sends them on to Treasurer for payment. Maintain file copy.
  • To prepare and make deposits of funds received from Committee Chairmen. (Membership, Advertising Manager, and Secretary of Donations receive and deposit their respective funds.)
  • Maintain a file copy of deposit slip(s).
  • Maintain a file copy of each check received.
  • Prepare a list of all checks received, send copy to Treasurer and maintain file copy.
  • To maintain an adequate supply of office supplies and official AIS stationery.
  • Electronic Correspondence
    • Maintain AISDiscuss, AISConfer and AISVote lists, and make changes as necessary.
    • Put all electronic motions out for discussion for a time frame of 7 days before putting motion out for AIS Board of Directors vote, which lasts 5 days. Keep an accurate count of all votes received and report out come at the end of the voting period.
  • Process credit card purchases for Iris Resources and other income sources as requested.
  • Provide ballots for nominations made at various board meetings (new directors; honorary awards, etc.).

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:

  • 6 to 8 weeks before the Spring or Fall Meeting of the Board of Directors.
    • Prepare 'short agenda' (bare outline) to be sent to all Officers, Directors and Committee Chairmen.
    • Confer with the President on items to be included on the 'long agenda' and in the meeting announcement packet.
  • 4 weeks before the Spring or Fall Meeting of the Board of Directors.
    • a. Committee reports expected (number of copies, etc.) and deadline for receipt of reports by the Secretary.
  • 2 to 3 weeks before the Spring or Fall Meeting of the Board of Directors.
    • Prepare 'long agenda' and consult with President and Recording Secretary for any needed corrections, additions or deletions.
    • N.B. The long agendas for the Spring and Fall meetings are different in format.
    • Prepare fifty (30) copies of the final 'long agenda' and of any reports received from Officers and Committee Chairmen.
    • Communicate the meeting set-up needs to the meeting liaison.
  • Mid-April to Mid-May: Spring Meeting of the Board of Directors November (first weekend): Fall Meeting of the Board of Directors. Have available the following materials:
    • Copies of the 'long agenda'.
    • A copy of the minutes from the last meeting.
    • Copies of all reports already received.
    • 3-ring paper punch.
    • Determine that the meeting room setup is adequate.
    • Distribute the meeting packets for Officers and Directors.
    • Supply documents to the President as needed.
    • Monitor the utilization of time for discussions, immediately after the Spring or Fall Meeting of the Board of Directors.
    • Take care of any correspondence, etc., as delegated by the Board.
  • Mid-August
    • Contact host of Fall Board Meeting to determine information for that meeting.
  • Mid-September
    • Prepare and distribute the information packet for the Fall Meeting to Officers, Directors, Committee Chairmen, RVPs, and Section Presidents.
    • Invitation to attend.
    • Hotel information along with transportation information.
    • Registration fee (meals) where applicable.

POSITION TITLE: 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 elected by and responsible to the Board of Directors.

MAJOR FUNCTIONS:
  • To keep the records of the proceedings of The American Iris Society and carry on the correspondence
  • To mail notices of meetings and have charge and custody of AIS books and papers except those relating to AIS financial affairs
  • To draw written orders for the payment of AIS expenses by the Treasurer, with such orders Signed by the Secretary and countersigned by the President and/or First Vice President
  • To be the custodian of the official seal of The American Iris Society.
  • To make an annual report to the AIS Board of Directors.

SPECIFIC RESPONSIBILITY AND AUTHORITY:
  1. To receive and respond to all correspondence (including electronic) that is directed to the Secretary and/or send it on to the appropriate person.
  2. To monitor any/all e-mails concerning AIS matters and copy and catalog information to the various files (e.g., new/old agenda items for the next Board of Directors meeting.)
  3. To prepare vouchers for payment of bills received from various
  4. Committee Chairmen and send to President for approval and then on to Treasurer for payment. Maintain file copy.
  5. To prepare and make deposits of funds received from Committee Chairmen. (Membership, Advertising Manager, and Secretary of Donations receive and deposit their respective funds.)
  6. Maintain a file copy of deposit slip(s).
  7. Maintain a file copy of each check received.
  8. Prepare a list of all checks received, send copy to Treasurer, maintain file copy.
  9. To maintain an adequate supply of office supplies and official AIS stationery.

TIMETABLE FOR ACCOMPLISHING SPECIFIC TASKS:
  • 6 to 8 weeks before the Spring or Fall Meeting of the Board of Directors

    • Prepare 'short agenda' (bare outline) to be sent to all Officers, Directors and Committee Chairmen.
    • Confer with the President on items to be included on the 'long agenda' and in the meeting announcement packet.
  • 4 weeks before the Spring or Fall Meeting of the Board of Directors

    • Distribute meeting announcement packet containing:
    • a. Invitation to attend
    • b. Committee reports expected (number of copies, etc.), and deadline for receipt of reports by the Secretary
  • 2 to 3 weeks before the Spring or Fall Meeting of the Board of Directors

    • Prepare 'long agenda' and consult with President and Recording Secretary for any needed corrections, additions or deletions.
    • N.B. The long agendas for the Spring and Fall meetings are different in format.
    • Prepare fifty (50) copies of the final 'long agenda' and of any reports received from Officers and Committee Chairmen.
    • Communicate the meeting set-up needs to the meeting liaison.
  • Mid-April to Mid-May: Spring Meeting of the Board of Directors November (first weekend): Fall Meeting of the Board of Directors. Have available the following materials:
    • a. Copies of the 'long agenda'
    • b. A copy of the minutes from the last meeting
    • c. Copies of all reports already received
    • d. 3-ring paper punch
    • e. Determine that the meeting room setup is adequate.
    • f. Distribute the meeting packets for Officers and Directors.
    • g. Supply documents to the President as needed.
    • h. Monitor the utilization of time for discussions, etcImmediately after the Spring or Fall Meeting of the Board of Directors
    • Take care of any correspondence, etc., as delegated by the Board
  • Mid-August
    • Contact host of Fall Board Meeting to determine information for
      that meeting.

  • Mid-September
    • Prepare and distribute the information packet for the Fall Meeting to Officers, Directors, Committee Chairmen, RVPs, and Section Presidents
    • a. Invitation to attend
    • b. Hotel information along with transportation information
    • Registration fee (meals) where applicable
Topic revision: r4 - 05 Nov 2015, BobPries
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