Maintain records Keep minutes Prepare and read executive board

report Sign authorizations for payment Come to meetings prepared

Legal records◦Charter◦Bylaws and standing rules◦Minutes

Previous minutes Agendas

List of officers, chairmen and committees

Membership list Current reports Financial reports

Procedure book Notepad, paper, and/or laptop Motion blanks Blank paper for ballots Office supplies File for copies of motions and reports

Correspondence file (corresponding secretary)

Name of organization Type of meeting Date, time, place of meeting Name and title of presiding officer

Attendance list Disposition of previous minutes Statement of account (treasurer’s report) Authorizations for payment/ratifications Project approvals

Executive board reports Motions, name of person making motion, result of vote

Summary of reports Time of adjournment

Keep it brief Record what is done, not what is said

Handwrite or type in permanent ink

Number pages Use a bound book for permanent storage

Post at meeting Provide copies Summarize E-mail (use caution) to executive board

Do not post on website

Only the group that created them may approve them

Include on the agenda Committee approval may be used

Note correction(s) in current minutes

Use red ink Circle or underline incorrect words Write correction in margin Date and initial Never erase

Send out meeting notices Conduct authorized correspondence Notify officers of election Notify council/district of new officers

Attend training Participate Follow policies and procedures Understand finances Meet deadlines Be a team player Pass on your files