Role of the Recording Secretary
Within Tribal Organizations

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 class 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.

T O P I C S   I N C L U D E
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
Before the Meeting
  • Your checklist
  • The agenda
  • Skeleton minutes
Meeting Minutes
  • Form
  • Language
  • Contents
  • Procedure
  • Samples
  • Common mistakes
  • 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
After the Meeting
  • Transcribing your notes
  • Certifying the minutes
  • Rules pertaining to minutes
  • Common mistakes
The Minute Book and Records
  • What is it?
  • What it should include
Automating Your Minutes
  • Available programs
  • Features and benefits
  • Managing your files
  • Indexing and searching
  • Best practices
  • Word processing programs

Committees and Boards
  • Conducting business in a board meeting
  • Method of selecting committees
  • Handling the committee report

*Topics subject to change.

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