DBIO Procedures Manual - Secretary

Function: The Secretary serves as a member of the Division Executive Board. The elected term of office is two years.

Qualifications: The Secretary must be a member, associate member, or retired member of the Association, as well as a member of the Biomedical and Life Sciences Division.

Duties:

1. To record minutes of the annual business meeting and the Executive Board meeting at the annual conference. The Executive Board notes may or may not be formalized as minutes for distribution. The annual business meeting minutes should be drafted, approved, and distributed via the summer issue of the Division newsletter.
2. To prepare five copies of approved minutes of the above and send two copies to the Division Cabinet Chair, one copy to the Chair, one copy to the Archivist, and one copy to the editor of Biofeedback for publication.
3. To maintain minutes for the previous four years.
4. To review the appropriate sections of the Procedures Manual in February and submit corrections, revisions, and a complete set of forms to the Director for inclusion in the next edition.

Reports and Records: The Secretary is responsible for the following:

1. Preparing an annual report upon the request of the Division Chair.
2. Submitting the minutes of the annual business meeting to the Division Cabinet Chair and the Division Chair.
3. Distributing the names, addresses, phone numbers, etc. of Division officers and committee members to appropriate SLA offices by SLA deadlines and to the Bulletin Editor and editor of the Division Web page. Keeping track of roster changes throughout the year.
4. Arranging for the transfer of files to successor before the annual meeting or to the Division Archives, as appropriate. At the end of operational year all files more than one year old should be transferred to the Archives. (Exception should be made for files which are necessary to maintain continuity, such as for special Division projects which have a longevity greater than one year, as well as for ongoing publication activities, such as Biofeedback). All other files and the Division Procedures Manual should be transferred to incoming Secretary. Files should include any important fax or e-mail messages, correspondence and summaries of all verbal communications which relate to the business of the Division and should be maintained in the records.

Expenses: The Division will provide funding for such expenses as postage and telephone calls, if not borne by the incumbent's organization. Other expenses may be approved by the Division Executive Board. Expenses incurred for organization business will be paid in accordance with SLA guidelines. All expenses must be submitted with a Committee Expenses Form or a Travel Voucher form and be accompanied by the original receipts for reimbursement. Direct payment of bills can be made if the bill is accompanied by a Committee Expenses Form or a Check Request and Payment Approval Form.

Rev. 4/00, J. Perez