All Officers

• Attend a minimum of eight Board (Board of Directors and Executive Committee) meetings each fiscal year. (Exceptions may be made by the Executive Committee on an individual basis)
• Submit reimbursement requests with original receipts attached in a timely manner and within the current fiscal year in which the expense occurred. (See sample form in Appendix)
• Maintain a working knowledge of the MGC Policies and Procedures Handbook and its location on the MGC web site. Refer to it for direction on responsibilities associated with the office held.
• Notify President of proposed agenda items at least three days prior to the meeting.
• Submit, by mid-August, a report of committee activities and accomplishments during the previous fiscal year to the Vice President for publication in the MGC Annual Report.
• Save a copy of all official actions and correspondence, including electronic correspondence, for submission to the MGC Archives. Submit to the MGC Archivist by the end of your Term of Office.
• Always act towards the goals of the MGC and remember that you represent the total membership.

Recording Secretary for Delegate Meetings

Position description

The Secretary shall take charge of such books, papers, and other property of the Council as the Board may designate and will take and record the minutes at the Delegate meetings.

The Secretary will preside over Delegate meetings in the absence of the President and Vice President.

The Recording Secretary responsibilities may be divided with a separate position created for recording and distributing the minutes of all Delegate meetings.

Duties and responsibilities

• Record and write minutes from Delegate meetings in a concise and readable format.
• Meeting minutes should contain:
• Type of meeting (Delegate, Special)
• Name of Council
• Date and place of meeting
• Attendance is recorded from the sign-in-sheets at the entry table.
• Approval of minutes of prior meeting. Corrections are made to the draft and become the final approved version to be archived.
• Name of all makers of motions and the motion. Appropriate form for recording motions is as follows: “On the motion of (name) it as resolved that the Council sponsor $150.00 for a scholarship.” Or “The motion made by (name) that the Council moves their summer meetings to (another day or place) was adopted.” Or other appropriate recording as determined by the Secretary
• Hours of meeting and adjournment When concluding it is sufficient to say: “The meeting adjourned at 12:15 P.M. (name), Recording Secretary for Delegate Meetings.
• Committee reports
• Major topics discussed to provide an overview of what transpired at the meeting.
• Treasurer’s Report is provided separately by the MGC Treasurer. A summary is included in the minutes.
• Send final draft of meeting minutes to the President for review and approval.
• Ensure that a digital copy of  minutes is placed in the MGC Archives.
• Ensure that a capable replacement will be at meetings when the Secretary is unable to attend.
• Obtain the minutes of the meeting that the Secretary was unable to attend and place a copy in the digital archives.