TEXAS DISTRICT PILOT INTERNATIONAL

Transcription

1 TEXAS DISTRICT PILOT INTERNATIONAL Secretary s Handout Fall Councils 2015

2 Secretary Notes The following information was taken from Pilot International Club Manual page 47 in Section B, number 1. Minutes are the legal record and should be: a. Acted upon as read, printed, distributed, etc.; b. Retained for the life of the organization; c. A concise account of action taken, not what has been said. Below are basic guidelines you can use as an outline of your minutes. Be sure to include the following items in your minutes: Name of your organization, date, location, time, type of meeting (business, program, etc.) including the name of the presiding officer. Record the number of members present which will determine if you have a quorum at the meeting so business can be conducted. Format your notes to follow the order of business on the agenda. Record the action of the meeting. Remember minutes are a recording of what was done (action taken) and not what was said. Do record all main motions and whether they carried or failed. If a motion does not receive a second, do not record it in the minutes. Record the time of adjournment. You are recording the history of your club and some of the information included in your minutes could be very helpful in the future. The minutes are signed by the person who writes the minutes. You should assist your Club President by helping to keep them on track and to be sure all unfinished business is not overlooked. Be sure to have the President review the minutes before distribution to your members. Please remember: courts recognize minutes as records of actions taken by a club, including the procedures your club followed for such actions. Minutes according to Robert s Rules of Order, are the record of proceedings this means all the actions and decisions made during your meeting. In an audit or lawsuit, minutes are the first thing that will be looked at or subpoenaed. Please contact me with any questions. Thank you! Debbie Ray District Secretary 4210 Mystic Lane Nacogdoches, TX djray7680@aol.com Home: (936) or Cell: (936)

3 RECORDING SECRETARY The duties of the Recording Secretary are particularly specific. The club relies on the accuracy, preciseness, dependability, and promptness of the recording secretary in the matter of its records, as well as in its dealings with the district and Pilot International. If a club does not have a Corresponding Secretary, the Recording Secretary is also responsible for discharging the duties of that office. (See Corresponding Secretary s responsibilities.) Duties of the Recording Secretary It is the responsibility of the Recording Secretary to: 1. Go over the business meeting agenda with the President to ensure that no unfinished business has been omitted. 2. Work closely with the President to ensure that all records and materials needed for the meeting are available. 3. Determine the number of members present who are eligible to vote and, in consultation with the parliamentarian, determine the number required for a quorum at board and club business meetings. Privileged and Emeritus members and members on leave of absence are NOT counted when determining the quorum. These members do not have the right to vote. 4. Record and transcribe minutes of club and board meetings. 5. Summarize minutes, then distribute copies at least one (1) week prior to club meeting. 6. Work closely with the Treasurer to be sure that membership records are in agreement so that the proper amount of dues can be sent topilot Headquarters. 7. Send via Portalbuzzwhen any change in membership occurs.) 8. Notify the District Chaplain of the death of a Pilot or family member. Notify the International Chaplain immediately of the death of a Pilot. 9. Use Portalbuzz to maintain a file of members including home and business addresses, telephone and fax numbers, address, firm name, and position. 10. Call a meeting to order in the absence of the President, President Elect, and Vice President (optional) and preside until a chair pro tem is elected. 11. Become familiar with parliamentary procedures, especially with regards to the duties of the Recording Secretary(Check all to insure numbering is correct). Report resignations promptly. If you fail to report a resigned member, Pilot International and the district will continue to carry the person as a club member, and the club will be responsible for the member s dues.

4 CORRESPONDING SECRETARY (Optional Office, may be combined with Recording Secretary) The office of Corresponding Secretary is an important one because written communications reflect the public image of the club. Duties of the Corresponding Secretary It is the responsibility of the Corresponding Secretary to: 1. Draft all communications as directed by the club, the President or the Executive Board. (Only authorized correspondence should be written in the name of Pilot by any officer or member.) 2. Prepare all letters for the signature of the President on Pilot Club letterhead (available for download from the Pilot International website.) Provide a copy for the President s files. 3. Inform the Executive Board about all correspondence (pertinent excerpts are acceptable).

5 PortalBuzz Instructions Here is what you need to do to make changes for your club in the PortalBuzz System: 1) Login with your and Password that you created the first time 2) You may get a second page that shows your and the club name and your name in a drop down box - if you see this screen, make sure to select the club name and then LOGIN 3) On the Home Page of PortalBuzz you will select the MEMBERS button on the upper left side bar, which should bring up a list of your members A few things to take notice of on this screen: 1) To the far right of each member you will see icons, hover the mouse over each, it will tell you what they are - Circle = Details / Pencil = Edit / Trash Can = Delete (the detail button and the edit button show the same information, but only the edit button will allow you to make any necessary changes) 2) On the upper right corner you will see +New Member & Printable Directory 3) There is a box to the left of each member s name, this is where you can select a picture for each member - hover the mouse over the box and you will see the option to change the picture, this will allow you to select a picture from your computer to insert into this box (same type feature as you have on Facebook when changing your Profile Picture) - if you use the Printable Directory then you can choose to have the Profile Picture included (great for new members to put faces with names) Add a New or Missing Member: 1) Select the + New Member in the upper right corner - enter their or client the link that says they don't have an 2) Drop down the Member Type Box to select the type of member they are 3) Continue to fill in what information you have or wish to complete - at least complete the MAIN INFORMATION and the HOME ADDRESS (this is used to mail the Pilot Log out) 4) HINT --- when entering the dates (Birthday & Join Date) you MUST choose the Month, Year then the Date in that order or the system will NOT save the information 5) Hit the SAVE button at the bottom Edit a Member: 1) Select the Pencil on the right side of the member 2) Edit the necessary information 3) Hit the SAVE button at the bottom Former Members: 1) To see a list of Former Members, select the link at the very bottom, right corner - the list of members will now include the former members grayed out and the current members 2) At this time, if there is a former member showing that should be added, we need to get PI Head Quarters to add this member back in/reinstate them - let Missy Ridgway know if you have this situation to get it corrected for your club 3) The RE-INVITE button simply sends an of some kind to those former members, but we don't have specifics on what the says or if this option is even working

6 Club Officers: Club Officers MUST be updated before June 30 th of EACH Year by the Outgoing Secretary for the upcoming year; this can be done as soon as the Officers are elected. 1) Select the Admin Button in the upper left corner side bar 2) Hit the Select Button under the General Administration Section 3) Invoices for PI Head Quarters: 1) On the Home Page of PortalBuzz under your name at the top, the word INVOICES will appear if this is RED, then there is a pending Invoice that needs your attention and/or to be paid to PIHQ 2) Hit the word INVOICES and the list of invoices will open up so that you can view them 3) To a specific invoice, hit the circle to the right of the invoice details; the invoice will open to be viewed or printed 4) If the word INVOICES is in black on the Home Page, then there is nothing due at the current time