V.  Secretary: (revised 2/2021)

      The primary function of the secretary is to accurately record the minutes of official chapter meetings and to maintain permanent records of these meetings.

      A.   General Duties:

            1.   Shall record the minutes of Executive Committee, Board of Directors, and Chapter meetings.

            2.   Shall maintain policy log for the Chapter.

            3.   Shall assist the Chapter President at all meetings.

      B.   Specific Duties:

            1.   Recording of Minutes:

                  a.   Type of meeting

                  b.   Date, time and place of meeting

                  c.   Name and office of each person present at every executive committee and Board meeting.

                  d.   Indicate if quorum is present at Chapter meetings

                  e.   All motions recorded verbatim and noted who made motion. Rationale given for each motion if not evident by wording. Record if each motion was carried or not. Withdrawn motions need not be recorded.

                  f.    Entire slate of nominees for election are to be included and results of elections including tally. (Tally results need not be published.)

                  g.   Minutes are to be signed by the person taking them.

            2.   Distribution of Minutes:

                  a.   Original copy of minutes remains with Secretary

                  b.   Copies are e-mailed to the President and administrative staff within four weeks of the meeting.  

                  c.   Copies of the Board meetings and Chapter meetings are e-mailed to APTA - Component relations within thirty days.

            3.   Reading of Minutes:

                  a.    Minutes need not be read if they have been published or distributed to Board Members via e-mail and may be dispensed with by a motion from the Secretary.  Passage of the minutes will be addressed by email vote.

            4.   Maintenance of the Chapter File:

                  a.   The original copies of all previous minutes must be maintained in e-format.

                  b.   Other documents pertinent to each meeting shall be kept for at least five years, ie., agendas, committee reports, etc.

                  c.   Maintain a current list of Chapter officers, the Board of Directors, and committee chairmen.

            5.   Maintenance of Policy Log

                  a.   The Secretary shall maintain and update the Chapter Policy Log biannually.

                  b.   All Executive Committee, Board and Chapter meeting motions and actions relating to Chapter policy shall be recorded in Policy Log under appropriate headings. 

                  c.   Secretary shall update Policy Log biannually and distribute copy to all Board members annually at the Summer Board of Directors meeting. Secretary shall bring Policy Log to all meetings for reference.

      C.   Reports: Quarterly report and records described above.

      D.  Expenditures/Budget:

            1.   The Secretary’s budget for the coming fiscal year shall be prepared and submitted as requested by the treasurer.

            2.   Shall keep an accurate account of expenditures on the forms provided by the treasurer, sending one copy for reimbursement and keeping the other.