Difference between revisions of "HOWTO Be Secretary"

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The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.
 
The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.
  
= Calling a Vote =
+
== Preliminary Background Information ==
* Making sure the item is actually something that can be voted on.
+
* Review [http://www.asce.org/pplcontent.aspx?id=2147489901 Robert's Rules of Order] which is the basis for i3 Detroit's meeting's operating meetings
 +
* Familiarize yourself with i3 Detroit's [[Bylaws]] and [[Standing Rules]]
 +
** Know how to find them on the wiki
 +
** Refer to them when appropriate to answer questions at meetings - it's a good idea to delegate this while you are taking [[HOWTO_Be_Secretary#Taking Minutes|minutes]]!
 +
* Learn [[HOWTO Add a Page to the Wiki|how to edit the wiki]]
 +
 
 +
== Necessary Access to Official Records and Systems ==
 +
These are i3 Detroit's official records systems that the secretary is responsible for
 +
 
 +
==== The Official Email: secretary@i3detroit.com ====
 +
* Use this email for official communications to the announce list, individuals, and external organizations
 +
* Make sure this is added to the i3detroit-announce@googlegroups.com so that you can make announcements
 +
==== [[Bylaws]] and [[Standing Rules]] ====
 +
* Get your wiki access permissions to include [[I3Detroit:Bureaucrats|Bureaucrats]] and [[I3Detroit:Administrators|Administrators]] so that you have edit permissions
 +
* Make sure other people who don't need access to these don't have that access
 +
==== [http://i3detroit.org/crm/?q= CRM] aka Customer Relationship Manager ====
 +
* Get your CRM role set to "director"
 +
* Check your role settings by going to your page on the CRM, then clicking on the roles link
 +
 
 +
== Other Important Documents ==
 +
* Hold a copy of the current lease to 1481 A Wordsworth St
 +
* Hold a copy of the insurance policy
 +
 
 +
== Calling a Member Vote ==
 +
* Making sure the item is actually something that can be voted on
 
* Determining who can vote on it.
 
* Determining who can vote on it.
 
* Finalizing the language to be voted on.
 
* Finalizing the language to be voted on.
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* Closing voting and announcing results.
 
* Closing voting and announcing results.
  
= Taking Minutes =
+
== Regular Meetings ==
 +
==== Call for Topics ====
 +
Before every regular meeting a call for topics is sent out by the secretary to i3detriot@googlegroups.com to help create the agenda. Since regular meetings are on Tuesdays, it is best to send out the call for topics on the preceding Sunday.
 +
 
 +
# Create a [[HOWTO Add a Page to the Wiki|new wiki page]] for the minutes
 +
#* See [[:Category:Meeting Minutes]] for examples
 +
#* Use the format Meeting_Minutes_YYYYMMDD or Board_Meeting_Minutes_YYYYMMDD
 +
# Copy the appropriate template into the new minutes page as a starting point
 +
#* [[Meeting Minutes Template]]
 +
#* [[Board Meeting Minutes Template]]
 +
# Copy the action items from the last meeting's minutes to the review for the new meeting's Action Item Review
 +
# Save the new minutes page
 +
# Send an email to i3detroit@googlegroups.com
 +
#* Announce the meeting time and whether the meeting is a member or board meeting
 +
#* Request users add meeting topics and include the URL to the new minutes wiki page
 +
#* It's also helpful to include a URL to HOWTO
 +
 
 +
==== Taking Minutes ====
 +
 
 
* Making a note of the time the meeting starts is important to looking all official-like.
 
* Making a note of the time the meeting starts is important to looking all official-like.
* Record all people in attendance at the meeting; this is important!
+
* Record all people in attendance at the meeting; this is a legal requirement!
* After the meeting ends, post the [[Category:Meeting_Minutes|minutes]] to this wiki.
+
* After the meeting ends, post them to this wiki. Dont forget to add [[:Category:Meeting_Minutes|<nowiki>[[Category:Meeting_Minutes]]</nowiki>]]
* How do you create a page without linking to it from somewhere?
+
 
* You go to the name of a prior meeting minutes page, change the name of the link in your browser's location bar, and hit enter!
+
==== Action Items ====
 +
Action items are a record of specific tasks and who is responsible for them. They require a specific name (i.e. cannot be "everyone") and a specific task. Action items are reviewed at the beginning of the next meeting to check on progress toward completing the action. If an action item is not completed at the time of review, it is copied to the current action item list so that it will be reviewed at the following meeting unless the action item is determined to be no longer necessary.
 +
 
 +
== Filing Paperwork ==
 +
* To maintain our non-profit status we need to file an annual report here;
 +
http://www.michigan.gov/lara/0,4601,7-154-35299_61343_35413_40269-136482--,00.html
 +
 
 +
typically this report is filed after elections take place in Septemeber. It needs to be filed on or before October 1. The fee is $20.
 +
 
 +
*We are a Domestic Nonprofit Corporation registered with the state of Michigan
 +
http://www.dleg.state.mi.us/bcs_corp/dt_corp.asp?id_nbr=70489T&name_entity=I3%20DETROIT
 +
 
 +
== Helpful books ==
 +
* [http://www.nolo.com/products/nonprofit-meetings-minutes-and-records-norm.html Nonprofit Meetings, Minutes, and Records]
 +
 
 +
[[Category:HOWTO]][[Category:Internal HOWTO]][[Category:Organization Information]]

Latest revision as of 20:16, 21 May 2014

The Secretary has a bunch of duties! This page should eventually contain info about how to properly perform most or all of them.

Contents

Preliminary Background Information

  • Review Robert's Rules of Order which is the basis for i3 Detroit's meeting's operating meetings
  • Familiarize yourself with i3 Detroit's Bylaws and Standing Rules
    • Know how to find them on the wiki
    • Refer to them when appropriate to answer questions at meetings - it's a good idea to delegate this while you are taking minutes!
  • Learn how to edit the wiki

Necessary Access to Official Records and Systems

These are i3 Detroit's official records systems that the secretary is responsible for

The Official Email: secretary@i3detroit.com

  • Use this email for official communications to the announce list, individuals, and external organizations
  • Make sure this is added to the i3detroit-announce@googlegroups.com so that you can make announcements

Bylaws and Standing Rules

  • Get your wiki access permissions to include Bureaucrats and Administrators so that you have edit permissions
  • Make sure other people who don't need access to these don't have that access

CRM aka Customer Relationship Manager

  • Get your CRM role set to "director"
  • Check your role settings by going to your page on the CRM, then clicking on the roles link

Other Important Documents

  • Hold a copy of the current lease to 1481 A Wordsworth St
  • Hold a copy of the insurance policy

Calling a Member Vote

  • Making sure the item is actually something that can be voted on
  • Determining who can vote on it.
  • Finalizing the language to be voted on.
  • Opening voting.
  • Closing voting and announcing results.

Regular Meetings

Call for Topics

Before every regular meeting a call for topics is sent out by the secretary to i3detriot@googlegroups.com to help create the agenda. Since regular meetings are on Tuesdays, it is best to send out the call for topics on the preceding Sunday.

  1. Create a new wiki page for the minutes
  2. Copy the appropriate template into the new minutes page as a starting point
  3. Copy the action items from the last meeting's minutes to the review for the new meeting's Action Item Review
  4. Save the new minutes page
  5. Send an email to i3detroit@googlegroups.com
    • Announce the meeting time and whether the meeting is a member or board meeting
    • Request users add meeting topics and include the URL to the new minutes wiki page
    • It's also helpful to include a URL to HOWTO

Taking Minutes

  • Making a note of the time the meeting starts is important to looking all official-like.
  • Record all people in attendance at the meeting; this is a legal requirement!
  • After the meeting ends, post them to this wiki. Dont forget to add [[Category:Meeting_Minutes]]

Action Items

Action items are a record of specific tasks and who is responsible for them. They require a specific name (i.e. cannot be "everyone") and a specific task. Action items are reviewed at the beginning of the next meeting to check on progress toward completing the action. If an action item is not completed at the time of review, it is copied to the current action item list so that it will be reviewed at the following meeting unless the action item is determined to be no longer necessary.

Filing Paperwork

  • To maintain our non-profit status we need to file an annual report here;

http://www.michigan.gov/lara/0,4601,7-154-35299_61343_35413_40269-136482--,00.html

typically this report is filed after elections take place in Septemeber. It needs to be filed on or before October 1. The fee is $20.

  • We are a Domestic Nonprofit Corporation registered with the state of Michigan

http://www.dleg.state.mi.us/bcs_corp/dt_corp.asp?id_nbr=70489T&name_entity=I3%20DETROIT

Helpful books