Northwest
Human Resource
Management Association
Position Title: Secretary Revised: December 2000
Reports To: Chapter President
Chapter Members
General Position Summary:
Maintains minutes and attendance records of all board meeting and regular chapter meeting.
Essential
Job Functions:
Prepare
minutes at board meeting and distribute to board members within one week
following the monthly chapter board meeting.
Distributes
board minutes to state director, district director and SHRM national
headquarters.
Summarizes
board minutes for membership and provide a meeting summary for the monthly
chapter newsletter.
Prepare
and transmit annual election results to chapter membership and Sl-IRM
Headquarters.
Coordinate
monthly meeting location, identify menu selection and contact facility
coordinator with final attendance count if necessary.
Prepare monthly registration listing and if necessary assist with registration of attendees at each meeting.
Assist with maintenance of chapter mailing list.
Provides information regarding programs and services to members and potential members.
Participates in the development and implementation of short-term and long-term strategic planning.
Represents the chapter in the human resources community.
Essential Qualifications:
Must
be a member in good standing, elected by the Chapter membership.
PHR or SPHR certification preferred.
Suggested Duties and Responsibilities:
Upon the advice of the president the secretary should issue
notice of officer and board of directors’ meetings. After consultation with the
president, the secretary could prepare copies of the agenda for such meetings.
The secretary maintains a record of attendance and prepares the
minutes of all officers’ and directors’ meetings and regular chapter meetings.
The
secretary is responsible for keeping an up-to-date roster of names and addresses of all chapter members. If addresses are changed, the secretary
should notify SHRM headquarters.
The secretary should be responsible for distributing to the membership
all meetingannouncements, newsletters, and other information. This information should
also be sent
to the district director, the state
director and SHRM headquarters.
The
secretary should transmit all necessary annual election information to the
membership; and should inform SHRM headquarters of the results.
The
secretary should chair the telephone committee, organizing members to call
other members, informing them about meetings, speakers, events, changes, etc.
The
secretary could maintain and update a chapter library (books and references).
The
secretary should file all personnel information, job opportunity letters and
other pertinent information.
The
secretary might handle all correspondence in relation to SHRM membership
applications and forward all applications to Headquarters upon receipt.
The
secretary should file in the Chapter Administration Guide or other permanent
record:
• Those
original chapter bylaws and dated copies of each an amendment to those bylaws.
• A list of
current officers, committee members and general membership
• Copies of
all chapter publications, if size permits.
• Approved
and signed minutes of all board of directors and membership meetings.
Guide To Taking Minutes:
Taking minutes at the chapter board of directors and
membership meetings is the chapter secretary’s responsibility. Records of
chapter business and decisions must be recorded carefully and concisely,
however, they need not be a word-for-word account of everything that goes oh.
They should be a transcript of information discussed or reported and the
decisions made by the meeting group. Before they can become a part of a
permanent record file or book, the minutes should be:
Signed by
the secretary.
Approved
by the assembly in question.
Signed by
the presiding officer. (Optional at discretion of chapter).
The following information should be included in all
minutes:
Date,
time and place of meeting.
Statement
of by whom the meeting was called and by what kind of notice. (Attach a copy of
the notice).
Name of
the presiding officer and other officers and directors in attendance.
Quorum
statistics. (This is particularly important in meetings where major policy is
going to be transacted, such as bylaws or large money expenditures. The
secretary should be familiar with the chapter bylaws concerning quorums.)
Correcting
and adopting minutes from the previous meeting. (If corrections are made, these
should be written in the margin and initialed by the secretary and presiding
officer.)
Reading of
the treasurer’s report and its acceptance.
Record of
what occurred at the meeting:
Resolutions
made and whether they were adopted. (Names of proposers and seconders may be
included as the assembly wishes.)
If the
assembly decides, the names of those who voted for and against resolutions may
be recorded.
Reports of
officers and committees. (The full content of the reports need not be recorded,
only the major points. If a resolution results, this should be recorded.
Written committee reports may be attached to the minutes.)
Program
title, speaker.
Assignment
of special committees.
Adjournment
and time.
Signature
of the secretary.
Signature
of the presiding officer obtained after the minutes are approved.
Copies of the chapter meeting minutes should be sent
to: your district director, state director and SHRM National headquarters.
Listed below is a sample form of secretary minutes.
Your chapter minutes may vary according to the chapter requirements and each
secretary may wish to develon a nersonal style.
Minutes - Sample Of Narrative Form:
The Board
of Directors of the Model Chapter of SHRM met at 12:30 p.m., September 10, 1989
at the
Highwayman
Inn. The meeting has been called by President Smith. In his absence, Vice
President Jones
called the
meeting to order.
A quorum
was present. Director James Jackson was absent.
The
minutes of the last meeting were approved.
The
reading of the treasurer’s report was dispensed with. (Millie Jones made the
motion, seconded by Bill
Bailey).
The
chairperson of the membership committee recommended that the association
application of Pat
O’Leary be
approved. The recommendation was approved. The recommendation was accepted.
A special
committee was appointed to investigate methods of improving the human resource
practitioners’
public image
in the community. Vice President Jones appointed Jack Howe, Tom Thompson and
Mary
Pealy.
They will report to the Board of Directors at the next meeting.
The
meeting was adjourned at 1:30 p.m. Mary Pealy (Secretary) Tom Jones (Vice
President) Date
Approved:______________________
cc:
District Director
State
Director
SHRM
Headquarters
Minutes- Sample Of Written Form:
The regular meeting of the Model Chapter of SHRM was
called to order at 7:00 p.m. on February 1, 1989 at the Hotel Harrington by the
presiding officer Vice President Tom Jones.
All officers and directors were in
attendance except Bill Bailey, President.
The meeting had been called by
written notice to all the membership (copy attached).
A quorum was presents
The minutes of the previous meeting
were read and approved.
The treasurer reported a balance of
$329.32. It was reported that the net receipts of the recent workshop were
$182.92. The report was filed.
A letter of thanks from the widow of
Edward Zanner was read
The Public Relations Committee
reported that they had an effective speakers bureau.
The School-to-Work Committee
reported that registrations for the Compensation Course were still open. A
maximum of fifty (50) students will be accepted.
It was moved and seconded that the
chapter establish a $250 Scholarship Fund. The motion was defeated. (Jack Smith
made the motion; Tom Jones seconded.)
It was announced that the next
program would cover “Job Enrichment” and would be presented by Dr. Joyce of the
University of Miami.
The program speaker, Henry James,
spoke on “Sensitivity Training.”
The meeting was adjourned at 10:30
p.m.