Society of
Role: The
conference secretary is responsible for keeping a written record of meetings,
with the decisions and actions taken, as well as for correspondence.
Responibilities: (as
per 2.2.7.2 of the Rule, 2007)
1.
The
secretary prepares the minutes of the meetings and reports thereon. The minutes
should be prepared so as to present an exact report of what transpired during
the previous meeting.
2.
The
secretary is responsible for keeping records, statistical or other, of the
conference, including all records related to the election of the president.
3.
With
the participation of the other conference officers, the secretary is responsible
for the preparation of the annual report.
4.
The
secretary keeps an up-to-date list of members with names and addresses, and the
date they joined the conference.
5.
The
secretary should note all changes of address of the members and notify the
council at the next higher level. When a member moves to another area, the
secretary, with the member’s permission, advises the conference in that area of
the arrival of the Vincentian.
6.
The
secretary shall ensure the confidentiality and safety of the information gathered
about members and about those served.
The specific duties can be organized in the following
manner.
During the Conference meeting:
ü
record the date
of the meeting, and the names of those in attendance
ü
record the
important points discussed, and any decisions reached
ü
obtain a copy of
the Treasurer's report so that it may be included with the minutes of the
meeting
After each Conference meeting:
ü prepare the minutes of that meeting in a presentable
form~t (generally following the
agenda's outline)
ü forward a copy to the Chair of that meeting (normally
this would be the President of the Conference) for approval
ü upon approval, prepare sufficient copies for
distribution at the next Conference meeting
ü (Retain 1 copy in the "Minutes" binder)
On-going:
ü keep an up-to-date record of the names of the
Conference members, their addresses and phone numbers, their e-mail addresses
(if available), and their date of joining
ü distribute this list to Conference members annually
ü (Send 1 copy to the P.C. President and 1 copy to TCe)
ü keep an up-to-date list of all persons or families
helped by the Conference
ü (Note: this list is to be kept in a secure place so
the confidentiality of the client is maintained.)
/
Year_End:
ü
forward a copy of the annual Secretary's Report
to TCC
ü forward a copy of the annual Christmas Report to TCC