PACIFIC COAST REGION/WOCN

PROCESS DOCUMENT

Secretary

Date: August, 2011

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

1. Attends the General Membership Meeting annually

2. Attends the BOD meetings twice a year.

3. Attends the yearly Transitional BOD meeting.

4. Participates in the teleconference calls.

5. Cards.

6. Keep BOD binders updated.

7. Miscellaneous duties and responsibilities.

8. Notifies all new officers of their election

9. Serves all notices required in the By-Laws or law

10. Has custody of all records, books, and papers of PCR, including (if any) the Region Seal

11. Keeper of Outgoing Officer Transfer Sheets

1. A.a Takes minutes of the General Membership meeting.

1. A.b. Types or completes minutes and e-mails a copy to each board member Requests corrections to be made and e-mailed back

1. A.c. Makes corrections to the minutes and blast e-mails draft copy to PCR Membership and requests a response for corrections within one week.

1. A.d Makes corrections requested by Membership. Final DRAFT copy of minutes is ready to send to any PCR member who requests a copy via the PCR Website.

1. A.e Reports to the PCR members present at the meeting on the activities of the Secretary.

1. A.f Make copies of previous General Membership minutes and passes out to PCR members at the General Membership meeting to vote and approve minutes.

2. A.a Takes minutes of the BOD meetings.

2. A.b Types up or completes the minutes and e-mails a copy to each board member and requests corrections to be made and e-mailed back.

2. A.c Makes corrections to the minutes and e-mails final copy to each board member.

2. A.d Final copy of DRAFT minutes is ready to send to any PCR member who requests a copy. Information of availability posted on PCR Website.

2. A.e Gives report to the BOD on Secretary activities.

2. A.f Passes out a copy of the last BOD meeting minutes to each BOD to vote and accept minutes.

2. A.g Passes out a copy of the last General Membership minutes for the BOD to review and make corrections.

2. B. Gives report to the BOD on Secretary activities

3. A. Takes minutes of the BOD transitional meeting.

3. B. Types up or completes the minutes and e-mails a copy to each board member and request corrections to be made and e-mailed back.

3. C. Makes corrections to the minutes and e-mails final copy to each board member.

3. D. Passes out a copy of the minutes at the next BOD meeting to each BOD to vote and accept minutes.

3. E. Each new BOD officer is to sign a Conflict of Interest Statement and file in the notebook.

4. A. Takes minutes of the teleconference calls.

4. B. Types up or completes the minutes and e-mails a copy to each board member and requests corrections to be made and e-mailed back.

4. C. Makes corrections to the minutes and e-mails final copy to each board member.

4. D Passes out minutes at the next BOD meeting or sends e-mail prior to the next teleconference to each BOD to vote and accept minutes.

5. A.a Sends out cards to PCR members. Cards include: birthday, anniversary, sympathy, get well, achievement, thinking of you, and moving.

6. A.a Update each section of the BOD binders.

7. A. Follows the PCR By-laws pertaining to the office of Secretary.

7. B. Conducts herself/himself in an ethical manor.

7. C. Submits all expenses to the Treasurer in a timely fashion for reimbursement

7. D. Compile individual bi-monthly Secretary BOD report prior to the respective Teleconference or BOD meetings and e-mail to President

7. E. Performs other duties as needed by PCR

7. F Order stationary supplies.

7. G. Get the PCR Candidate Acceptance Form from the Nominations Chairperson of the candidates who are running for office and file in brown notebook.

7. H. Update the PCR Award recipient's page in the BOD Secretary notebook.

11. A. Collects each outgoing officer Transfer Sheet after Transition BOD meeting

Date of the GM meeting

Two weeks after the GM Meeting

Three weeks after the GM Meeting

4 weeks after the GM Meeting

Date of GM Meeting

Date of meeting

Two weeks after the BOD meeting

One weeks after receiving corrections

Four weeks after the meeting

Date of meeting

2 weeks after the meeting

2 weeks after receiving corrections

Date of next BOD meeting

Transitional meeting

Date of call

1 week after the call

2 weeks after the call

Date of next BOD meeting

Within 1 week of the request

January each year

At all times

Within 30 days

Within due time

On going

When supply is low

Winter General Membership Meeting up until right before PCR voting ensues

October's General Membership meeting

1-4 years from date on sheet (depending on how long the officer is present in same position)

Secretary

Secretary, BOD

Secretary, PCR members

Secretary, BOD,

PCR members

Secretary, Education Coordinator

Secretary

Secretary, BOD

Secretary, PCR members

Secretary, BOD

Secretary

Secretary, BOD

Secretary and newly elected BOD

Secretary, BOD

Secretary, PCR member

Secretary, BOD

Secretary

Secretary, Treasurer

Secretary, President

Secretary

Secretary,

Nominations Chairperson

Secretary, Public Relations

Secretary

Secretary and Historian (if needed)

Secretary

Paper and pen/pencil or laptop computer.

Computer with e-mail.

Computer with PowerPoint, Flash drive

Paper and Photocopier

Paper and pen/pencil or Laptop Computer

Computer with e-mail.

Computer with e-mail or computer printer; photocopier

Computer with printer or photocopier

Computer or photocopier

Computer with e-mail; printer; photocopier

Paper and pen/pencil or laptop

Computer with e-mail

Computer with e-mail with printer; photocopier

Conflict of Interest Statement, pen

Paper and pen/pencil, or computer/laptop computer

Computer with e-mail

Computer or photocopier

Card, mail

Computer with e-mail, photocopier, CD's, flash drive(s)

Copy of the PCR By-Laws

Expense voucher

Computer with e-mail

Computer with e-mail, mail, fax, photocopier

Computer with e-mail, mail or fax

Computer

Computer with e-mail

Computer with e-mail, mail or fax

Paper and pen/pencil

Skills Needed:

∑ Organizational Skills

∑ Leadership skills

∑ Computer knowledge (email, Word, PowerPoint) and access

∑ Time management skills and flexibility

∑ Interpersonal relationship skills

∑ Travel flexibility

Materials/Equipment Needs:

∑ PC (preferable) or MAC with internet connection. ≥Word≤ document files (mandatory)

∑ Telephone

∑ Fax machine (preferable)

∑ Postage stamps (purchase as needed)

The following materials have been turned over to the incoming Secretary___________________________ by outgoing

Secretary_____________________________ on_________________.

(Give this sheet to the Secretary after Transfer is complete)

∑ Secretary's Operational Manual

∑ Stationary, envelopes, note cards, stamps, and cards

∑ Other miscellaneous notebooks/supplies from previous outgoing Secretary

∑ Secretary's CD rom

∑ Robert's Rules of Order, 9^th edition

∑ Other: Flash Drive PCR documents thru Jan, 2011

∑ ______Flash Drive Minutes 2007, 2008, 2009, 2010

∑ __________________________________________________________________________________________________

___________________________________________________________________________________________________________________