ELECTRA PROVINCE DUTIES OF ELECTRA PROVINCE RECORDING SECRETARY An Electra Province Recording Secretary notebook, tabbed with all applicable data needed to perform your duties is in your properties. Please remember to update this notebook before you pass it on to your successor. OCTOBER At Conclave you will receive all or most of the properties for the office of Electra Province Recording Secretary. Your first duty after Conclave will be to send a Thank You note to the publisher of the next Electra Province Pleiad for all your Sisters. This is also a good time to sit down and look over the properties that you have and become familiar with them. The out-going Electra Province Recording Secretary will type up the Minutes that she took at Conclave and send them to you electronically, or provide them to you at Mid-Year. (See January duties). Always keep a copy of any correspondence that you have received or sent. When corresponding with the respective Electra Province officers, send e-mails or paper copies to all Electra Province officers to help keep all officers abreast of all activities. Correspondence is kept in your file for 5 years, and then it can be disposed of. All Electra Province Minutes of Conclave and Mid-Year must be kept indefinitely. Keep a log of your actual expenses and receipts, and submit an expense report to the Electra Province Treasurer before or at Conclave. The Electra Province Treasurer will give you a reimbursement check at Conclave. Remember to submit projected costs on any expense/service that is provided free gratis. This will help provide a better picture of operating expenses in the event expenses for future projects will need to be paid out if not donated or provided free gratis. NOVEMBER By now all Chapters should know that you are the Electra Province Recording Secretary and should be sending you their Chapter Minutes. If you have not received Minutes, a reminder letter should be sent to the Chapter Recording Secretary that has not responded. Copies of the Minutes you receive should be emailed to all Electra Province officers, and kept for the remainder of the Sorority year; however, they may be disposed of prior to Conclave. They are not kept from year to year. DECEMBER The Electra Province Corresponding Secretary may send Christmas cards to the National Officers on behalf of the Province Board, or a donation made to the Loretta Cutler Scholarship Fund, or the National Endowment Fund, in lieu of cards. Page 1 of 5
JANUARY The Mid-Year meeting of the Electra Province Board is usually held in January, but sometimes in February if it is not a year that National Convention is held. Your travel expenses there and back and your lodging (unless staying with a member of the Hosting Chapter) will be reimbursed by the Electra Province. The Electra Province Standing Rules state that if lodging is provided, a Friday night dinner will be paid from the Electra Province Board budget. The Minutes of the previous Mid-Year meeting will be read and corrections/additions will be made. These corrections/additions may be written in and kept in the record book. Mid-Year Minutes are not distributed outside the Electra Province Board. The Electra Province Board will read the Minutes of the First and Second Business Sessions of the last Conclave. You should have received these from the previous Electra Province Recording Secretary. If the previous Electra Province Recording Secretary does not send these to you prior to Mid-Year, she will ensure that there are copies for everyone in attendance. Make any corrections needed on your copy and return it to the previous Electra Province Recording Secretary. She will make the corrections and then send you a final corrected copy for you to distribute to the Electra Province Board. Most Chapters do not meet in the Summer, so the best time to send these Minutes to the Chapters would be with the Delegate/Alternate and proxy forms. (See August duties). You will also take Minutes of the current Mid-Year meeting. A rough copy of these Minutes should be sent to the Electra Province President as soon as possible for her additions or corrections. After making any additions or corrections the Electra Province President may have, you will need to make copies for the next Mid-Year meeting. (See September duties). FEBRUARY It s too cold to do anything! MARCH Since this is still a quiet time in the Sorority year, it is a good time to do a quick inventory to make sure there are sufficient award certificates for the various Conclave awards (i.e. Membership, Achievement Contest, History Book, and Participation). These certificates can be found as a Word document on the Electra Province Recording Secretary flash drive with your properties. APRIL Spring is here, time to plant flowers or get out and enjoy the nicer weather! MAY This is a good time to start preparing your materials for Conclave. You may want to start the preparation of the Cover Letter and the Delegate/Proxy forms needed for August mailing. There are sample copies of the forms on the Electra Province Recording Secretary flash drive. JUNE The Electra Province Correspondence Secretary will provide a list of new Chapter officers for the coming year. A list of new Chapter officers will be submitted to the Electra Province Corresponding Secretary for the upcoming new roster publication to be distributed in October at Conclave. Page 2 of 5
When you receive the list, you will find a sample letter in your properties, and a list of pointers for the Electra Province Recording Secretary that should be sent to the new Recording Secretary for each Chapter. JULY Too Hot! Take a break, Conclave is just around the corner! AUGUST This is a good time to start organizing your boxes for Conclave. Take inventory of all your properties so that you can submit it with your Electra Province Recording Secretary annual report at Conclave. Finalize your cover letter, Delegate/Proxy forms, and envelopes so that they can be mailed the first week in September. Send out copies of the Minutes of the last Conclave to all Chapters, Electra Province officers, National Executive Secretary-Treasurer (N.E.S.T.), Electra Province National Trustee, and National Officers. Courtesy copies can be sent to Members-at-Large. Take extra copies to Conclave in case someone asks for one. You need to request in the cover letter that all corrections should be sent with their Chapter Delegates to Conclave in the Fall. A sample letter is on the Electra Province Recording Secretary flash drive. SEPTEMBER 1. Send out Cover Letter/Proxy/Alternate information by the first week in September! As the proxy/alternate information is returned, fill in the Roll Call Sheet (sample on the flash drive) for use at Conclave. The returned forms should be attached to your roll call sheet. Contact Chapter Presidents if any chapter has not responded at least 10 days before Conclave. Depending on the dates of the Fall Conclave the responses could be anywhere from September 21 st to October 2 nd. 2. Documents that need to be printed prior to Conclave: Roll call sheets for First and Second Business Sessions Participation award calculation sheets Award Certificates for History Book, Participation, Membership, and Achievement Contest Annual report Expense report Inventory of properties 3. Prepare two (2) reports for Conclave. Your Electra Province Recording Secretary annual report, which you will present to the Membership when called upon by the Electra Province President An inventory of your properties the items in the blue plastic totes numbered 1 through 3 and the Electra Province Recording Secretary notebook. Once the reports are complete, make 7 copies to be distributed to the Electra Province officers at Conclave, Chapter Delegates, and any National Officers in attendance at Conclave. Make sure one is kept in the Recording Secretary notebook. 4. Compile any expenses that you may have along with the receipts and give them to the Electra Province Treasurer. She will write you a reimbursement check and give it to you at Conclave. Page 3 of 5
If it is a National Convention year, you should put your expenses for this on a separate expense sheet and turn it in. The funds allotted for National Convention will be divided equally among the Electra Province Officers who attend National Convention. 5. Update the list of Past Electra Province Officers and place a copy of that report in the Electra Province Recording Secretary notebook. 6. You will need to prepare an original and six copies of the corrected present year Mid-Year Minutes to either pass on to the incoming Electra Province Recording Secretary at Conclave, or provide them at the next Mid-Year meeting. The original Mid-Year Minutes are to be kept in the Electra Province Recording Secretary notebook. The copies are to be distributed to the Electra Province officers at the next Mid-Year meeting. These minutes are not to be given to anyone other than the Province officers. Make sure you are up-to-date on ALL your responsibilities Put the properties in order for the incoming Electra Province Recording Secretary before you turn them over at Conclave, and update any notes that you may have made to your list of duties during your year. Keep the correspondence and other data related to the past year in a brown manila envelope with the year written on the front in the blue plastic container. Keep only current year data in the Electra Province Recording Secretary notebook. OCTOBER The big month is here. As Electra Province Recording Secretary, you have the responsibility to conduct the official Roll Call at Conclave during the First and Second Business Sessions. Prior to both business sessions, you need to set up the name plates for all of the Chapter Delegate tables, and the Electra Province officers at the head table. The following diagram is how the head table should be set up: Facing Podium - Left Side of Head Table: Treasurer Vice-President Parliamentarian President Facing Podium -- Right Side of Head Table: Recording Secretary Educational Director Corresponding Secretary Past President Delegates (Alphabetic by state & Greek letter) There are Chapter Delegate signs and metal stands that need to be placed on the Delegate tables. Generally, the tables should be set up according to your official Roll Call sheet. However, if there are special Chapters with only one Delegate, they may need to be placed by each other, depending on how the hotel sets up the Delegate tables. In addition, at the Second Business Session held on Sunday, place the Award Signs in front of each Electra Province Board member responsible for presenting that award. History Book Electra Province Correspondence Secretary Participation Electra Province Recording Secretary Membership Electra Province Vice President Achievement Contest Electra Province Educational Director Page 4 of 5
As Electra Province Recording Secretary, you are automatically Chairman of the Participation Committee for the Participation Award. All information on how to figure the points for participation is on the form (copy on flash drive). Read this over before you go to Conclave. Be sure to bring a calculator with you. The past Electra Province Recording Secretary can help you work the formula if you need assistance. Two members from Electra Province will be selected by the Electra Province President to assist you. Set up a time with your Participation Auditing Committee as soon as you have all the necessary information to complete the calculation points. At Conclave, as Electra Province Recording Secretary, you are to observe and record the Minutes of both business sessions of Conclave. These Minutes are to be typed by you and given to the next Electra Province Recording Secretary at, preferably before, the Electra Province Mid-year meeting to be distributed to the other Electra Province Officers. Corrections and additions will be made at Mid-Year. You are to make the corrections and prepare a final draft to be given to the new Electra Province Recording Secretary when done. Helpful hints on taking Minutes: 1. Record the starting and end times of both business sessions 2. Take notes when any National Officer speaks, you may not be given a copy of their report 3. Keep track of which Chapter Delegate makes and seconds each motion 4. Keep your handwritten notes attached to the official Conclave Agenda provided to you by the Electra Province President. As Electra Province Recording Secretary your Conclave Agenda may be more detailed, depends on the Electra Province President FOUNDER S DAY INVITATIONS You may be invited to the Founder s Day celebrations of each Chapter. You should RSVP your attendance with a note of congratulations. If you are asked to be the Traveling Representative, the Electra Province Vice President will be the one to contact you to see if you would like to speak. You should respond to her as quickly as possible so the Chapter can be notified by the Electra Province Vice President. Page 5 of 5