Tips for Secretaries

Typical order of a meeting:

• President or chairperson calls the meeting to order
• Secretary records the roll call and determines if a quorum is present
• Secretary reads and moves to accept the minutes from the previous meeting (It is important that before this occurs, all the members present at the previous meeting have the opportunity to review the minutes so that any necessary changes can be made)
• Reports of officers, directors, committees
• Unfinished business
• New business
• Date, time, place for next meeting
• Announcements
• Adjournment with time

How to write a motion and what to include:

• Include discussion around the motion
• Include the wording of the motion - who made the motion, who seconded it
• Include the action on the motion - carried, failed, tabled, referred to committee

Tips on Minute Taking:

Use whatever format helps you to take the most efficient and accurate notes that will be the most comprehensible for anyone that may look over the minutes
Breaking a meeting down by topics in the minutes is very useful when reviewing the minutes and for making sure that all business is taken care of
Always make sure to send the minutes to the board prior to the meeting in which they will need to be approved so that any necessary changes can be addressed

Sample Minutes

Tips for Treasurers

• Always make sure the checkbook is balanced
• Keep track of all spending throughout the semester, and plan for all future spending
• ALWAYS OVERESTIMATE HOW MUCH MONEY YOU WILL NEED! - It is always better to end up spending less than you expected and be left with extra money!
• Always leave “wiggle room” in your budget when planning so that there is always enough money for unexpected expenses
• Follow up on all companies that you order from to make sure all bills have been paid off

Sample Budget