Duties and Directives Handbook - 2004

              VICE- PRESIDENT:
The vice- president takes the chair in the absence of the
President, and all that applies to the president's duties shall apply
equally to her.
SECRETARY:
The secretary shall attend all meetings of the Institute
Branch and all executive meetings. She shall keep a record of the
proceedings ( called minutes) in a book furnished for that purpose.
This book shall be carefully kept as the years go by in order that a
history of the Institute may be available. She should keep a list of
member. Within three days ( 3 ) after the regular meeting she shall
report to the Provincial President- Elect and the Constituency
Convener on the forms provided. She shall prepare an annual report
of the Branch for the annual meeting, and a report to be read at the
Constituency Conference.
She shall make the President aware of correspondence prior
to the meeting. She shall read ALL correspondence at the meeting.
The secretary should keep letters that the executive deem important.
It would be well to file letters.
The secretary should keep a book containing rules of order,
by- laws and constitution of the Institute for ready reference.
She shall prepare for the president an agenda setting forth
an order of business for the meeting.
The Secretary may move or second a motion, take part in
discussions and has all the rights of any other member.
She shall hand over to her successor all books, papers, and
records pertaining to her office within ten days after the election of
her successor. It is essential that all minute books be preserved. For
this purpose, a provincial archivist shall be appointed to ensure they
are placed in museum archives.
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