The Chapter Secretary

Guide
The Chapter Secretary

Let it be known that the chapter Secretary – in addition to possessing some secretarial ability and plenty of enthusiasm and initiative will carry out the major responsibility of the administration of the chapter. By this very responsibility and the potential for performance in the position, the member who becomes chapter Secretary can consider it to be one of the most rewarding years he or she will have in Junior Chamber.

RESPONSIBILITIES

This list quickly reveals that the chapter Secretary is the focal point in the chapter administrative structure.

A competent chapter Secretary:

1. Knows his or her primary responsibility to serve the chapter and the President.

2. Possesses good writing skills and is succinct and articulate.

3. Understands the requirements of the chapter Constitution.

4. Has had some basic training in the art of letter writing.

5. Supervises all secretarial and printing tasks.

6. Comprehends fully the rules of meeting procedure.

7. Keeps the minutes of chapter meetings, reproduce them, and send them to the members as soon after a meeting as possible.

8. Establishes and maintains the chapter filing system for correspondence, minutes, records, and project information.

9. Prepares all agendas for chapter meetings and assist Board members with the preparation of subcommittee agendas.

10. Maintains an appointment calendar for the president and Board.

11. Keeps a close watch on the activities of the various chapter Committees.
12. Follows up various meeting decisions and officer responsibilities.

13. Arranges for all types of elections and facilities for balloting.

14. Serves as the liaison officer between the Board members.

15. Sends reminders to those who have undertaken to carry out a task or tasks (memo, note, or telephone call).

16. Arrives early at all meetings and functions to make an inspection.

17. Supervises the historical records of the chapter and updates them.

18. Maintains a decisions book and records the major decisions made at chapter meetings and functions. Checks on progress made.

19. Keeps a correspondence book. Records all internal and external correspondence. Handles correspondence promptly.

20. Attends as many different chapter meetings as possible to remains well informed about chapter activity so that he or she is able to keep the chapter president abreast of important issues.

RECOMMENDATIONS

Here are some suggestions for the five major areas of responsibility for the Secretary:

1. Service to the President.

Work closely with the president; keep him advised on all trends (e.g., membership, attendance, project participation, etc.); maintain an appointment diary for him; maintain an advisory status between project chairmen and the president; prepare the agendas and discuss them with him; and be an efficient, competent and enthusiastic assistant to the chapter president.

2. Service to the Board of Directors.

Work closely with the chapter treasurer regarding correspondence, banking, receipts and miscellaneous activity; provide secretarial assistance to all members of the Board, particularly the executive vice presidents; help the chapter public relations officer with letters, printing and communications; keep the Board files up to date; and provide timely reminders to Board members at appropriate times.

3. Service to the Membership.

Always be available to answer questions from the membership; schedule all chapter meetings and supervise all arrangements; send reminders to members; prepare a public display of the agendas (newsletter, blackboard, etc.); make the minutes available to the membership (newsletter, notice-board, etc.); make public the calendar of events; and keep all records accurate.

4. Communication, Correspondence.

Correspondence is the chief public relations tool, so be prompt and conscientious about correspondence; ensure that all correspondence going out on the chapter letterhead is of top quality (check policy on signing letters, distribute correspondence to various appropriate persons and supervise progress); follow up on various tasks; send timely reminders to people; set up a copy correspondence policy; maintain an effective contact with other chapters, the national organization headquarters, national officers, and JCI; and check that a membership directory is regularly updated.



5. Maintenance of Records.

Maintain all historical files and update when necessary; supervise the maintenance of all membership records; maintain the project records file and update as needed; prepare record-keeping guidelines for project chairmen; maintain a permanent correspondence file and update; keep all membership supplies, merchandise and office supplies (stamps, envelopes, letterheads, etc.); oversee the list of chattels (banners, gavel, creed, trophies, etc.); set up any other records that will help to preserve a thriving and well managed chapter.

6. A Word of Warning.

The list of activities seems to be very long and covers a wide area of responsibility. The Secretary is not responsible personally for carrying out all these tasks, but is to keep a careful watch over their progress. The Board will decide which officer or member must take actual responsibility for the task, and the Secretary is to make sure to keep a friendly eye on the person assigned the duty.

SUMMARY

The chapter Secretary has to be the most versatile member of the Board of Directors. The chapter will rise and fall on the ability of the Secretary to guide the management process, and thereby create an efficiency upon which a lively and successful chapter program can be based.