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Learn how to efficiently manage attendance records, capture meeting minutes, and store important documents with the help of electronic tools.
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Secretary: Time for An Upgrade- Tech Tools for Secretarial Success! Vanessa R. Falls, Southern Area Secretary secretary@salinksinc.org (205 616-8536)
HOW DO YOU MANAGE IT ALL ? Lost sign-in Sheets Who made that motion? Necrology Report MMS Reporting Storing Records Capturing Minutes Attendance
CRS’s RESPONSIBILITIES ATTENDANCE RECORDS MINUTES TAKING MAINTAINING UPDATES IN MMS RETRVING INFORMATION FROM MMS
RESPONSIBILITIES Provide the number voting members in attendance at each meeting to the presiding officer so the presiding officer can affirm a quorum is present
CRS’s RESPONSIBILITIES ATTENDANCE RECORDS MINUTES TAKING MAINTAINING UPDATES IN MMS RETRVING INFORMATION FROM MMS
Ensure that records of the deliberations of executive committee, executive board, general body and special meetings are recorded, approved, duplicated in required quantity, distributed and appropriately stored, and are accessible to members as approved RESPONSIBILITIES
Minutes of [NAME OF LOCAL CHAPTER] of The Links, Incorporated [LOCATION] Minutes of [NAME OF LOCAL CHAPTER] of The Links, Incorporated [LOCATION] [DATE] AND [TIME] Call to order: The [kind of meeting] meeting of the Chapter, was held at [place, city, state] on [date], 20__. The meeting convened at ____ [time]. President presiding, and , Secretary present. The Linkspiration was provided by Link __________________. [Optional] Members in attendance: [Optional if an attendance sheet is attached.] Members not in attendance: [Optional] Guests in attendance: [Optional] President (or Presiding Officer) affirmed the quorum. Adoption of the Agenda: Without objection, the agenda was adopted as presented. [Or, if a motion was made: It was moved by Link __________ [name], and seconded, to adopt the agenda. The motion was adopted (or adopted as amended).] Approval of Minutes: [If adopted by general consent] Without objection, the minutes of the _______________ [date] meeting were adopted as presented [or as corrected]. [If adopted by motion: Motion was made by _______________ [name], and seconded to approve the minutes of the __________ [date] meeting. The minutes were adopted as presented [or as corrected].] Officers' Reports: President – The report of the President, Link __________, was received and placed on file. [or, The president presented a verbal report]. Vice President -The report of the Vice President, [or Membership Committee], Link __________, was received and placed on file. Link ___________. [name of member other than V.P.] moved that [exact wording of motion]. The motion was adopted/not adopted. Treasurer – The report of the Treasurer, [or Finance Committee], Link ______, was received and placed on file. The account balances were reported as follows: _________.[DATE] AND [TIME] Call to order: The [kind of meeting] meeting of the Chapter, was held at [place, city, state] on [date], 20__. The meeting convened at ____ [time]. President presiding, and , Secretary present. TAKING MEETING MINUTES ELECTRONICALLY DURING THE MEETING
Board and Committee Reports:Executive Board – The report of the Executive Board, given by Link_______, was received andplaced on file. Link [name], reporting on behalf of the Executive Board, moved that [exact wording of motion]. The motion was adopted/not adopted.Fundraising Committee – The report of the Fundraising Committee, given by Chairman Link______, was received and placed on file. Link [name], reporting onbehalf of the Fundraising Committee, moved that [exact wording of motion]. The motion was adopted/not adopted.Arts Facet – The report of the Arts Facet, given by Chairman Link ________ , was received and placed on file.Reports of Special Committees:Computer Purchase Committee – The interim report of the Computer Purchase Committee,given by Chairman Link__________ , was received and placed on file.Special Orders:[Actions of the chapter on matters the bylaws indicate should take place at this month’s meeting]Unfinished business:[Subject title]Motion: Moved by [name] that [State motion].Motion adopted/Motion failed. [Leave only one of these.]New business:[Subject title]Motion: Moved by [name] that [State motion].Motion adopted/Motion failed. [Leave only one of these.]Announcements: [Optional]Adjournment: The meeting was adjourned at[time].Secretary Date of approval Chapter The Links, Incorporated(This Minutes Template is a guide, and not a mandate. The Minutes Template follows the Order of Business according to Robert’s Rules of Order, Newly Revised (11th ed.), p. 353, ll. 10-15. The order of the other items is optional.) TAKING MEETING MINUTES ELECTRONICALLY DURING THE MEETING
TAKING MEETING MINUTES ELECTRONICALLY https://youtu.be/8gRVckc_IkA
https://youtu.be/gkcv2Zf6T7U?t=6 TAKING MEETING MINUTES ELECTRONICALLY
Update the chapter profile in the Member Management System (MMS) located in the Member’s Only Section of the national website before July 1of each year and as needed throughout the calendar year Confirm that chapter member’s One-in-Five certification data in MMS is correct each year by running chapter reports, distributing information to chapter members and forwarding discrepancies to your chapter vice president and area secretary according to published deadlines Review chapter member’s profiles in MMS and encourage members to complete their personal profiles Update necrology information of Links, Connecting Links and Heir-O-Links - DUTIES REQUIRED THROUGH MMS
DUTIES REQUIRED THROUGH MMS • The Links, Incorporated uses a member management system (MMS) to collect data and provide information to the organization about our chapters and our members. • MMS is located in the Member’s Only Section of the national website. • Once you have been designated as the recording secretary in your chapter’s profile, you should have access to the fields identified in this training manual from your member profile. • As the chapter recording secretary, you will be responsible for these tasks within MMS: • Ensure that chapter profile and chapter officers are correct and current • Encourage chapter members to complete personal profiles • Run chapter reports as needed • Verify One-in-Five certifications for chapter vice presidents
Log into system (www.linksinc.org) and enter Members Only Section
Once you log in to Member’s Only Section, you will see green buttons on the left side of the screen. Select Chapter Profile
The drop down options will appear in the left column. Select My Chapter.
Select edit chapter profile. View first, edit and save as appropriate
Update/Add Chapter Officers and save as appropriate (Don’t worry – the lists do not have to appear in a specific order)
In the case of a Connecting Link note date of death at the bottom of the page – once edited and saved, within 24 hours of death, the on-line necrology report is updated
DIGITAL MEETINGS AND MESSAGING FOR THE CORRESPONDING SECRETARY
https://youtu.be/BGH1y70zSkg VIDEO CONFERENCING ZOOM
