Chapter Secretary

Purpose

The Chapter Secretary is the official keeper of the Chapter records and is responsible for maintaining and updating Chapter records during her/his term of office.

Eligibility

In addition to being a Professional member in good standing and signing the Chapter Volunteer Code of Conduct, she/he must meet the following requirements: Have good computer skills and knowledge of Word.

Authority

The authority of the Chapter Secretary is conferred by the Chapter membership through election, as specified in the National AMTA Bylaws and Policy.

Accountability

The Chapter Secretary is accountable to the Membership by virtue of election and, to the Chapter Board, the Membership and the AMTA National Board through reporting activities.

The Chapter Secretary agrees to uphold and abide by National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, and Chapter Standing Rules, Chapter Rules of Engagement and Financial Policies & Procedures.

Term of Office

The Secretary shall be elected every even year for a term of two (2) years or until a successor is elected.

Relationship

The Chapter Secretary works most closely with Chapter Board members and appointees and National AMTA staff as appropriate.

Responsibilities

  • Is a voting member of the Chapter Board of Directors and is familiar with Robert’s Rules of Order.
  • Acts in the place of the Chapter President in the absence or incapacity of the Chapter President, 1st Vice President, 2nd Vice President and 3rd Vice President.
  • Distributes announcements of Chapter Board meetings and Chapter membership meetings in accordance with National AMTA Bylaws, Policy and Chapter Standing Rules (if applicable).
  • Attends Chapter Board and membership meetings and ensures that attendance, votes and the proceedings of the meetings are recorded, maintained and retained according to the National and Chapter record retention guidelines.
  • May submit required reports to the National Office.
  • Distributes minutes of Chapter Board meetings to Board members for approval at Chapter meetings.
  • Submit approved meeting minutes to Website Chair to post on Chapter Website for Chapter membership.

Duties of Secretary

It is the duty of the Chapter Secretary to compile a written record of the proceedings of Board meetings and Chapter Meetings.

  • The Chapter Secretary may use an electronic recording device to aid in the accurate recording of the minutes. These recordings are for the sole purpose of assisting the secretary or Board designee in the record keeping process.
  • All audiotapes shall be destroyed or erased following the approval of the written minutes of the meeting for which they pertain.
  • All approved Board meeting minutes shall be posted on the chapter website following approval by the Board of Directors.
  • Accepts responsibilities for Chapter/Association assignments as delegated by the Chapter President.
  • Forwards Chapter rosters to the National Chapter Relations Staff Administrator, in accordance with Policy.
  • In cooperation with the Chapter President and the Chapter Treasurer conducts the regular day-to-day business affairs of the Chapter.
  • May temporarily assume the responsibilities of vacant volunteer positions while working with the President to fill the vacancy.
  • Shall not be the Chair of more than two (2) committees, subcommittees, special committees or workgroups.
  • Identifies, cultivates and recruits future Chapter leaders.
  • Directs and refers members to appropriate volunteer and National AMTA staff contacts as needed.
  • Is available to receive direct feedback from members for input to the Chapter Board and to communicate to inquiring members, appropriate information regarding actions of the Chapter Board.
  • Fulfills the fiduciary, due diligence and other responsibilities of chapter board members as described in AMTA Bylaws.
  • Maintains orderly records of activities and timelines relevant to her/his position during the term and supplies the incoming Secretary with those records to ensure a smooth transition.

Time Commitment

The time commitment is approximately 2 – 4 hours per week, depending on Chapter activities.

Vacancy and Succession

A vacancy in the Chapter Secretary’s position will be filled according to AMTA Bylaws and Policy.

Removal from Office

An officer may be removed from office for failure to:

  • Fulfill her/his duties and responsibilities (dereliction of duties).
  • Abide by the National AMTA Bylaws, Policy, Job Description, Chapter Volunteer Code of Conduct, Chapter Rules of Engagement, Policies and Financial Policies and Procedures.
  • Keep AMTA membership dues current. Removal shall occur upon recommendation from a Chapter Board member with a two-thirds vote of the entire Chapter Board.