NORTHERN CALIFORNIA SECTION OPERATING MANUAL
Updated: 7/22/98

NCIFT EXECUTIVE SECRETARY

The Executive Secretary is an elective officer who is the official liaison between the Section and the Institute in all administrative matters.

DUTIES

1. Keep records of the proceedings of the Section.

2. Record and distribute the minutes of the Executive Committee meetings.

3. Prepare ballots for election of Officers, Regional Section Councilors, Alternate Councilors, and Members-at-large, or for proposed amendments to the By-Laws.

4. Mail said ballots only to Regional Members of the Section. Receive said ballots for transmittal to the Tellers Committee.

5. Notify the Executive Director of the Institute of the election results for Officers, Councilors and Alternate Councilors by April 1.

6. Forward approved proposed amendments to the Section By-Laws to the Executive Director of the Institute for transmittal to the Institute Standing Committee on Constitution and By-Laws.

7. Provide the Executive Director of the Institute with an up-to-date copy of the By-laws of the Section.

8. Provide the Executive Director of the Institute with approved Executive Committee minutes.

9. Send certification of the Section's official representatives, including substitute(s), to the next Council Meeting by April 1 to the Executive Director of the Institute.

10. Prepare and submit an Annual Report of the Section to the Executive Director within thirty (30) days after the end of the year. Use forms supplied by the Institute.

11. Display both Section and Institute membership applications and brochures at each Section meeting. If there is no Employment Chairman, display the Institute employment lists also at each meeting.

12. Prepare announcement and minutes for distribution with the agenda for any Section Executive Committee Meeting. The agenda shall be prepared by the chairman.

TIMELINES

July 1
· Submit budget to NCIFT treasurer
· Prepare NCIFT annual report

July 15
· Submit NCIFT annual report to the IFT Director of Field Services
· Send meeting announcements and minutes of previous meeting to Executive Committee regarding August Executive Committee Meeting
 

August 1
· Attend August Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.

September 15
· Send meeting announcements & minutes of previous meeting to Executive Committee regarding October Executive Committee Meeting

October 1
· Attend October Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.

November 5
· Send one copy of the NCIFT Membership list to the Chair of the Nominations and Elections Committee

November 15
· Send meeting announcements & minutes of previous meeting to Executive Committee regarding December Executive Committee Meeting

December 1
· Attend December Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.

January 15
· Send meeting announcements & minutes of previous meeting to Executive Committee regarding February Executive Committee Meeting

February 1
· Attend February Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.
· Prepare ballots for yearly elections

February 15
· Mail ballots to Regional Section members

March 1
· Contact Teller's Committee (appointed by the Chair), set dates to count ballots.

March 15
· Send meeting announcements & minutes of previous meeting to Executive Committee regarding April Executive Committee Meeting

March 25
· Collect ballots & convene Teller's committee to count ballots

April 1
· Attend April Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.
· Report election results to NCIFT Executive Committee
· Report election results to IFT Field Services.
· Advise IFT Executive Director of the NCIFT's official representatives to the Annual Meeting Council Meeting

May 15
· Send meeting announcements & minutes of previous meeting to Executive Committee regarding June Executive Committee Meeting

June 1
· Attend June Executive Committee meeting. If unable to attend, make an effort to find a replacement. Take notes and prepare minutes. Amend previous meeting minutes, if necessary.
· Report names of all voting councilors to the IFT Field Service department

June 15
· Begin preparing budget for the upcoming year

HINTS TO MAKE THE JOB EASIER

1. Having a laptop computer allows minutes to be taken directly.

2. Prepare reports for Executive Meetings in a timely fashion

3. Refer to past Executive Secretaries for help as needed.



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