Role of the Recording Secretary Within Tribal Organizations
Governing

The recording secretary has a critical responsibility — taking minutes. When disputes arise and lead to legal action, official meeting minutes may be the only documents scrutinized in the case. However, you know a recording secretary is more than just a minute taker. You’re also a vital link
to the chair of your organization and a key player in assuring that meetings are efficient and productive. It takes a keen eye and a thorough understanding of parliamentary procedures to observe the proceedings, take accurate notes, explain business pending and maintain order.

This training program will help you become a more effective player in your tribal organization’s meetings and proceedings. You’ll learn about motions and how they should be handled, special rules concerning quorum issues, motions that are out of order, automating the minute-taking
process and voting requirements. Most importantly, you’ll learn the parliamentary rules that
pertain to minutes and how to best summarize, draft, format and disseminate them.

Topics that will be covered include:

Parliamentary Fundamentals What is parliamentary law? Basic rules and principles Types of motions Ranking motions Unclassified The Role of the Recording Secretary Duties Agenda Secretary’s book Legal issues and responsibilities Meeting Minutes Form Language Contents Procedure Samples Common mistakes Quorum Absence of a quorum Legal motions without a quorum At the Meeting Reading and approval of minutes Dispensing with reading and approval Taking accurate notes Recording motions/reports/resolutions Tape recording

Before the Meeting Your checklist The agenda Skeleton minutes After the Meeting Transcribing your notes Certifying the minutes Rules pertaining to minutes Common mistakes The Minute Book and Records What is it? What should it include? Automating Your Minutes Available programs Features and benefits Managing your files Indexing and searching Current methods Word processing programs Committees and Boards Conducting business in a board meeting Method of selecting committees Handling the committee report