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Society of Georgia Archivists Preserving the past and the present for the future...

Secretary
  1. Purpose: Records and maintains the official record of actions and decisions of the Executive Board of the Society of Georgia Archivists.
  2. Term of Office: Two years. Elected during even-number years.
  3. Voting Status: Voting member
  4. Major Duties/Responsibilities:
    1. Attends four Executive Board meetings and the Annual Business Meeting.
    2. Maintains the official set of the minutes.
    3. Records and types minutes of the Executive Board meetings and the Annual Business meeting.
    4. Distributes a draft of the minutes to the Executive Board no more than 30-days after the meeting and solicits additions or corrections. If corrections are made to the minutes at the Executive Board meeting, revises the minutes to reflect the changes and distributes the final copy of the minutes no more than 30-days after the board meeting. If an Executive Board member misses a meeting, distributes any reports/handouts to that Board member no later than 30-days after the meeting.
    5. Submits summaries of minutes, minutes of annual meetings, and bylaw amendments to the SGA Newsletter. And submits the final copy of each executive board meeting and annual business meeting to the Website Editor for posting on the SGA website.
    6. Maintains current copy of by-laws. If amendments are proposed, the secretary mails copies to all members at least thirty days in advance of the annual meeting. If approved by a two-thirds majority of the voting members at the annual meeting, revised bylaws incorporating the amendments.
    7. Maintains the Executive Board Administrative Handbook and distributes up-to-date copies of job descriptions and calendars, bylaws, etc.
    8. Provides reference to the current minutes when requested by the Board.
    9. Forwards to the SGA Archivist any non-current files and turns over the current files to the incoming Secretary.
  5. Approved by the Executive Board: November 7, 2001
 
 
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