Job Description: AMTE Secretary

Membership: Elected by vote of general membership.

Term : Three years

Succession: Normal succession is by a vote of the membership

 

Participation in AMTE Board Meetings:

  • Face-to-face Meetings:  One Board meeting is held the day before the AMTE Annual Conference (January or February), the other is held at the NCTM Annual meeting during the NCTM Research Presession or the NCSM meeting, usually on Monday.  For each of these meetings, AMTE will pay one additional day for hotel accommodations and meals.  Travel expenses are not reimbursed. 
  • Conference Call Meetings:  The Board meets via conference call on a monthly basis, dates determined by consensus.

 

Responsibilities:

  • Attend all meetings including the AMTE Board meetings and the AMTE Business meeting. At each meeting, the secretary will record proceedings by taking thorough minutes.
  • Develop and preserve all necessary records, minutes, agendas, and files of Board meetings.
  • Keep the AMTE Policies and Procedures Handbook up to date given actions of the Board.
  • Carry on necessary correspondence not specifically the responsibility of other officers.
  • Write and distribute minutes of Board meetings (conference-call and face-to-face) and Business meetings with the President and the Executive Director for review.  Distribute edited minutes to the Board one week prior to next meeting.
  • Record and organize action items of the Board voted upon via email.
  • Maintain an archive of past Board and Business meeting minutes in an organized binder and electronic folder that may be passed on to future secretaries.
  • Participate in online, conference and face-to-face Board discussions.
  • Forward all electronic files of minutes to the incoming Secretary at the end of the Secretary’s term.
  • Assist in other Board activities and Task Forces, as needed.
  • Serve as voting member of the Board.

 

Annual Timeline of Duties:

January

  • Receive and archive annual report from Constitution & By-laws Committee and interim and final reports of Task Forces.
  • Send minutes to Board members prior to the Board meeting that precedes the annual conference.
  • Attend Board meeting, distributing hard copies of minutes from last meeting. Record minutes at the Board meeting and the Business meeting.

February

  • Add minutes approved at January Board Meeting to Archival Minutes.
  • Finalize minutes and send them to President and Executive Director.
  • Send revised minutes to Board Members.
  • Participate in and take minutes for the monthly conference call meeting.
  • Add minutes approved in this call to Archival Minutes.
  • Finalize minutes and send them to President and Executive Director.
  • Send revised minutes to Board Members.

March

  • Participate in and take minutes for the monthly conference call meeting.
  • Add minutes approved in this call to Archival Minutes.
  • Finalize minutes and send them to President and Executive Director.
  • Send revised minutes to Board Members.

April

  • Send minutes to Board members prior to the Board meeting that precedes the NCTM annual conference.
  • Attend Board meeting; report on minutes from past meeting. Record minutes.
  • Add minutes approved in this call to Archival Minutes.
  • Finalize minutes and send them to President and Executive Director.
  • Send revised minutes to Board Members.

May through December (for each Board meeting) :

  • Participate in and take minutes for the monthly conference call meeting.
  • Add minutes approved in this call to Archival Minutes.
  • Finalize minutes and send them to President and Executive Director.
  • Send revised minutes to Board Members.

 

Written Reports/Communications:

  • Minutes of all Board or General meetings of the organization.

 

Board Representative Assignment(s):

  • Secretary serves on Committees as assigned by the President.

 

Statement from AMTE Constitution and By-laws:

The Secretary shall record and maintain a file of the minutes of official meetings of the Association and its Board of Directors and shall be responsible for the correspondence of the Association. 

For more detailed information including a sample timeline of duties, please see pages 3 – 5 of the AMTE Leadership Handbook (4-17-10), which is located on the AMTE Website at: http://amte.net/about .