Officers Roles and Responsibilities Delta Sigma Theta Sorority, Inc. 1 Recording Secretary Corresponding Secretary.

Officers Roles and Responsibilities

Delta Sigma Theta Sorority, Inc.1

Recording Secretary Corresponding Secretary

2

Agenda

INTRODUCTIONS

LEARNING OBJECTIVES

CHAPTER STRUCTURE

DELTA’S GOVERNING DOCUMENTS

CHAPTER ROLE DEFINITIONS

ROLES & RESPONSIBILITIES• RECORDING SECRETARY• CORRESPONDING SECRETARY

CLOSING

EVALUATIONS

3

Learning Objectives

• To provide awareness and understanding of chapter leadership roles and responsibilities

• To enhance chapter management and effectiveness

• To explore the interrelationship of these roles

National Structure

4

Regional Structure

5

6

Chapter Structure

Chapter President

Chapter Executive Board

Committees

Finance Membership Social Action

Nomin-ating

Heritage/Archives

Scholarship Program Planning

Members

7

Delta’s Governing Documents Corporate Charter Constitution and Bylaws Robert’s Rules of Order Newly Revised

(10th Edition, 2000) Chapter Management Handbook Ritual Chapter Rules of Order Chapter Policies and Procedures National Code of Conduct Protocol and Traditions

8

Administrative Resources & Tools

Membership Intake Program

Pyramid Study Guide

Administrative Procedures for Membership Intake

Chapter Mailings/Updates

Financial Information Booklet

Chapter Compliance Submission List

Chapter Role Definitions

What do you think are the duties of your office?

9

10

THE RECORDING THE RECORDING SECRETARYSECRETARY

11

Chapter Secretary

The secretary is the recording officer of the chapter and the custodian of its records, except those specifically assigned to others, such as the treasurer’s books.

NOTE: When there is a corresponding secretary, the unqualified word secretary used alone refers to the recording officer.

12

Duties of Recording Secretary

To keep an accurate record of all To keep an accurate record of all proceedings of the chapter – usually proceedings of the chapter – usually called the minutes; the recording called the minutes; the recording secretary records minutes for all secretary records minutes for all executive board, chapter, and called executive board, chapter, and called meetings. (meetings. (Committee chairs or Committee chairs or committee members record minutes of committee members record minutes of committee meetingscommittee meetings.).)

To keep on file all committee reports; To keep on file all committee reports;

To record all votes; To record all votes;

13

Duties of Recording Secretary

To provide written copies of the minutes at subsequent meetings;

To make the minutes and records available to members upon request;

To notify officers, committee members, and delegates of their election or appointment;

To furnish committees with whatever documents are required for the performance of their duties, and to have on hand at each meeting a list of all existing committees and their members;

14

Duties of Recording Secretary

To sign all certified copies of acts of the To sign all certified copies of acts of the chapter, unless otherwise specified in the chapter, unless otherwise specified in the chapter Policies and Procedures;chapter Policies and Procedures;

To maintain record book(s) in which the To maintain record book(s) in which the chapter Rules of Order and Policies and chapter Rules of Order and Policies and Procedures and minutes are entered, with any Procedures and minutes are entered, with any amendments to these documents properly amendments to these documents properly recorded, and to have the current record recorded, and to have the current record book(s) on hand at every meeting; book(s) on hand at every meeting;

In the absence of the president and vice-In the absence of the president and vice-president, to call the meeting to order and president, to call the meeting to order and preside until the immediate election of a preside until the immediate election of a chairman pro tem.chairman pro tem.

15

Modern Modern Methods Methods

Pertaining to Pertaining to MinutesMinutes

16

MinutesThe minutes are the official record of the

proceedings and business transacted during a particular meeting.

The minutes should contain mainly a record of what was done at the meeting, not what was said by the members.

The minutes should never reflect the secretary’s opinion, favorable or otherwise, on anything said or done.

The minutes should be kept in a substantial book or binder.

17

PREPARATION

Original minutes consist of good notes taken during the meeting. They should include:

• Recommendations, decisions, actions• Original (or copies) of all correspondence, reports

and handouts• All motions, makers of motions, amendments and

results of votes

Transcribed minutes• In proper format• Present to President for approval, before Executive

Board meeting.

18

The format and content of transcribed The format and content of transcribed minutes should have at least four distinct minutes should have at least four distinct parts:parts:

1.1. HeadingHeading

2.2. Main body citing actions taken Main body citing actions taken

3.3. Reports, handouts, other written Reports, handouts, other written materials distributed during the meeting, materials distributed during the meeting, and and

4.4. SignaturesSignatures

Minutes

19

Content of the Minutes

The heading of the Minutes should contain:

The type of meeting: regular, Executive Board, special;

The chapter’s name;

The date and time of the meeting, and the place, if it is not always the same;

The first paragraph should contain:

• Who called the meeting to order and the time

• Whether a quorum was present

• The adoption of the agenda

20

Content of the Minutes

Divide the MAIN BODY of the minutes into sections that correspond to the items on the meeting agenda. The Body of the Minutes should contain a separate paragraph for each subject matter; giving, in the case of all motions, the name of the mover, and should show:

All main motions or motions to bring a question again before the chapter – except, normally, any motions that were withdrawn – stating:

• The wording in which each motion was adopted or otherwise disposed of; and

• The disposition of the motion, including any primary and secondary amendments and all adhering secondary motions that were then pending.

21

Content of the Minutes The Body of the Minutes also should

contain:

• Secondary motions that were NOT lost or withdrawn, in cases where it is necessary to record them for completeness or clarity – for example, motions to Recess or to Fix Time to Adjourn, or motions to Suspend the Rules;

• All notices of motions;• All points of order and appeals, whether sustained or lost,

together with the reasons given by the chair for her ruling;• Reports that were presented and any action on that report.

The Last Paragraph of the Minutes should state the hour of adjournment.

22

Additional Rules and Practices Pertaining to the Minutes

The name of the seconder of a motion should not be entered into the minutes unless ordered by the chapter;

When a count has been ordered or the vote is by ballot, the number of votes on each side should be entered in the minutes;

The name and subject of a guest speaker can be given, but no effort should be made to summarize her remarks.

23

The Corresponding SecretaryThe Corresponding Secretary

24

Duties of the Corresponding Secretary

Inform and make available all Inform and make available all correspondence to members of the correspondence to members of the Executive Board at each Executive Board Executive Board at each Executive Board meeting and to the members of the Chapter meeting and to the members of the Chapter at each General meeting;at each General meeting;

Write and send all Chapter correspondence;Write and send all Chapter correspondence;

Prepare and send Chapter newsletters via Prepare and send Chapter newsletters via mail and other forms of distribution;mail and other forms of distribution;

25

Duties of the Corresponding Secretary Notify members of all meetings,Notify members of all meetings,

Maintain files of correspondence,Maintain files of correspondence,

Check the post office box on a regular Check the post office box on a regular basis, basis,

Set up and maintain the voice mail Set up and maintain the voice mail message line, andmessage line, and

Create chapter ads.Create chapter ads.

26

Use of the Internet for Correspondence

Poll chapter membersPoll chapter members

Create confidential distribution listCreate confidential distribution list

Use personal rather than business email Use personal rather than business email addresses to insure confidentialityaddresses to insure confidentiality

Do not send sensitive Delta materialDo not send sensitive Delta material

Official correspondence must be authorized Official correspondence must be authorized by chapter Presidentby chapter President

27

Creation of Chapter Ads

Responsibility of Corresponding Responsibility of Corresponding SecretarySecretary

Establish standard template for ½, ¼, Establish standard template for ½, ¼, and full page adsand full page ads

Obtain chapter approvalObtain chapter approval

Always used when chapter votes to take Always used when chapter votes to take out an adout an ad

28

Delta Website Guidelines

Should complement the National Should complement the National website and showcase local Delta website and showcase local Delta activitiesactivities

Establish links to National homepage Establish links to National homepage forfor

Mission of the SororityMission of the Sorority HistoryHistory Membership DemographicsMembership Demographics How to Become a MemberHow to Become a Member Sale of Delta Publications/ArtifactsSale of Delta Publications/Artifacts

29

Delta Website Guidelines

Chapter homepages may includeChapter homepages may include• Torch of WisdomTorch of Wisdom• Photos of Chapter ActivitiesPhotos of Chapter Activities• Delta FoundersDelta Founders• Chapter History, Including Charter Chapter History, Including Charter

Members and picturesMembers and pictures• Past National and Chapter OfficersPast National and Chapter Officers

30

Delta Website Guidelines

Chapter homepages may Chapter homepages may notnot include include• Sorority CrestSorority Crest• Secrets, Passwords, Signs and Secrets, Passwords, Signs and

GripsGrips• Ceremonies, Membership Intake Ceremonies, Membership Intake

Activities (narratives or photos)Activities (narratives or photos)• Oath, Mottoes or MizpahOath, Mottoes or Mizpah• Delta PrayerDelta Prayer• Delta HymnDelta Hymn

31

Management of Delta Management of Delta Records, Archives,Records, Archives,

Properties, and Properties, and ParaphernaliaParaphernalia

32

Management of Delta Information

Shred documents

Clean up after programs. Do not leave handouts on the tables.

Destroy unwanted T-shirts and other articles of clothing, or pass them on to another Soror.

Make provisions in your will to give Delta documents and paraphernalia to the chapter or another Soror.

Report unauthorized paraphernalia on the Internet to National Headquarters

Support only licensed vendors. Do not purchase Delta materials or paraphernalia from street vendors.

33

IN CLOSING. . .

Don’t let anything stop you.There will be times when you’ll bedisappointed, but you can’t stop.Make yourself the very best that

you can make out of what you are.The very best.

Founder Sadie T. M. Alexander

Please complete all evaluation forms.