Office of Secretary
The Chapter Secretary plays an important role, along with fellow Chapter Officers, in
building and maintaining a strong and effective Union.
The duties of the Chapter Secretary (sometimes called Recording Secretary, Corresponding
Secretary, Secretary-Treasurer, or Administrative V.P.) include taking and maintaining
the minutes of each Chapter Meeting, and following the approval by the Chapter
membership, sending the minutes to the Local 21 Office as per the Local 21 By-Laws.
The Chapter Secretary may also assist the Chapter President in a variety of ways. In
some chapters, the Secretary handles Chapter correspondence, posts chapter meeting
notices, may perform the duties of the President in the absence of both the President
and Vice President, and may serve as a Delegate or Alternate to the Delegate Assembly.
Tips on Taking Minutes
The minutes taken and maintained by the Chapter Secretary
should be an accurate record of the actions of the
Chapter. As the official record of Chapter meetings, the
minutes may be referred to by officers and members to
see what actually took place, e.g., a motion passed to take
an action. Minutes of the previous meeting are read at the
following meeting and approved by the membership.
It is not necessary to take down every word that is said
at a meeting. Rather, it is best to keep a brief record of
what occurred, which can be read in "minutes," by:
- Noting who was present (can be done by circulating an attendance sheet) Note officers present.
- Noting who presided at the meeting.
- Showing what correspondence was read at the meeting.
- Indicating what motions were made, who made and seconded them, and showing whether they passed or not. Brief summary of discussion.
- Noting reports of officers, staff, and committees.
- Noting unfinished issues raised, as well as new issues discussed.
Consider using the Local 21 template for Chapter Meeting Minutes.
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Minutes
- Record of what happened at Chapter Meeting
- Accurate
- Brief
- Final minutes approved by membership at next meeting
- Approved minutes sent to Local 21 office
Template for Chapter Meeting Minutes: Download PDF
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