SASFAA Nine News

SASFAA Secretary Information

Submitted by Jeff Dennis, Nominations and Elections Committee Chair

During the February 2014 elections you are being asked to select a candidate for the office of Secretary. This article is being posted to show you what the SASFAA Policy & Procedure Manual describes as the duties of this position.

The candidates for the office of Secretary are:

· Vickie Adams (4 year public, Jacksonville State University – Alabama)

· Kimberly White-Grimes (2 year public, Trident Technical College – South Carolina)

You will be able to learn more about these candidates by reviewing their candidate statement and biographical information on the SASFAA website at www.sasfaa.org/elections.

The SASFAA Policy & Procedure Manual describes the duties of this position as follows:

5.6 Secretary

The secretary is elected for a two-year term and serves as the scribe for Association meetings and custodian of its records. The secretary’s duties include:

a. facilitates meeting arrangements, including lodging, meal functions and meeting rooms for Board meetings;

b. records the proceedings of the Board and general business meetings;

c. is responsible for emailing meeting minutes (including board meetings, and annual business meeting minutes) to the board and/or SASFAA membership at the end of the meeting. The membership and board will have a two week time period to respond with corrections to the minutes. Once the two week time period has elapsed, the meeting minutes shall be considered approved. The Secretary shall post all approved minutes to the SASFAA website;

d. e-mail the SASFAA membership prior to the current year’s Annual Business Meeting directing them to review the Annual Business Meetings Minutes from the prior year before the start of the current business meeting;

e. electronically collect board meeting agendas and written reports from all board members approximately two weeks prior to the scheduled meetings, compile the agenda/reports into a single report, and e-mail the compiled agenda/report to the board one week before the meeting for board members to review prior to the meeting;

f. serves as chair of the bylaws committee, which annually conducts a review and recommends changes to the bylaws to the Board;

g. reviews, updates and maintains the Manual;

h. prepares and submits meeting minutes with supporting documents and publications, including annual conference programs, special reports, and membership directories to archives;

i. creates and distributes the Association’s official stationary;

j. distributes agendas developed by the President in advance of Board meetings;

k. sends appropriate cards and gifts to members and colleagues on behalf of the Association; maintains the seal; and

l. performs other duties as requested by the president.