Section Secretary Responsibilities IEEE Region 4 Meeting Jan

Section Secretary Responsibilities IEEE Region 4 Meeting Jan 31 - Feb 1, 2004 Presenter: Bill Gorder, R 4 Secretary

Section Secretary Responsibilities • The Section Secretary manages the records and correspondence of the Section • Responsibilities • maintain accurate minutes of all Section Executive Committee meetings • distribute meeting notices and agendas for all Executive Committee meetings • support Chapters (unless otherwise supported)

Section Secretary Responsibilities • Responsibilities (cont) • report all meetings to IEEE • IEEE requires sign in & member/non counts • Section technical meetings • Section Ex. Com meetings • Chapter meetings (if not reported by Chapters) • IEEE prefers timely reporting and requires meeting annual deadline for all reports • Usually third week of February • Online reporting is easy but L 31 forms can still be used

Section Secretary Responsibilities • Responsibilities (cont) • maintain a current record of all officers • notify IEEE of all changes in officers - at time of change! • IEEE online roster is accurate to within two weeks of roster submission • all Region 4 committee positions • all Section officers for all Region 4 Sections • Accessible by any volunteer • if you hold an office, you are a volunteer • requires web account - set one up from IEEE web site

Section Secretary Responsibilities • Responsibilities (cont) • maintain a current record of all officers (cont) • annual notification to IEEE of all officers • even if there were no changes • part of annual reporting • deadline usually third week of February

Section Secretary Responsibilities • Importance of Secretary Responsibilities • Key elements of Section viability • • Hold meetings Treasurer's annual report Secretary's report of officers Secretary's meetings reports • Do not impair your Section's viability by not filing required reports

Section Secretary Responsibilities • Other Secretary Responsibilities • safekeeping of Section records • maintain adequate supply of forms, stationery, other materials required to run your Section

Section Secretary Responsibilities • Secretary is often point of contact for queries, requests, etc. • if you don't handle the correspondence yourself, know who to contact and pass it on to the appropriate person quickly • The Secretary is a visible position • you will often be the person a contact sees as your Section • be courteous, competent, responsive, . . .

Section Secretary Responsibilities 1. Suggestion: enhance your position 1. learn and use SAMIEEE even if your Section has a SAMIEEE person 1. access no longer limited to single Section rep 2. web based - available to all volunteers 3. recommend using the suggested training 2. secretary is person most likely to benefit after person that handles newsletter distribution

Section Secretary Responsibilities • Web references - all start with http: //www. ieee. org • online rosters • select "volunteer resources" on left • select "for all volunteers" • select "Organization rosters" • select "Part III - Geographic Roster" • select "Web Account" if needed • select "View the Geo. Roster"

Section Secretary Responsibilities • Web references (cont) - all start with http: //www. ieee. org • Filing reports on the web / SAMIEEE • select "volunteer resources" on left • select "for People Involved in Sections" • select "Meeting and Officer Reports" • or • select "SAMIEEE"