Secretary/Councilor

Term of Office: 

Three years; elected in years divisible by three. The office is assumed on January 1 of the calendar year immediately following election by the full members of the Division.

Responsibilities: 

The primary responsibility of the Division secretary is to record the official business of the Division and to ensure that such business is carried out in accordance to the Division bylaws. The secretary fulfills his/her responsibilities through exemplary performance of the following activities:

  • Attend and record the minutes of all Executive Committee meetings and Division business meetings, plus any other official Division meetings at the request of the Division chair. Distribute minutes in a timely manner to Division officers, committees, and Division members, as appropriate.
  • Attend Division officers' training conference in the year that Division secretaries are invited.
  • Attend Division secretaries' forum scheduled at national meetings of the Society by the ACS Committee on Divisional Activities.
  • Handle correspondence as directed by the Division chair. Maintain correspondence file.
  • Maintain the official current files of the Division. Files of current correspondence should be kept for at least one year. At the end of each year, arrange for the storage of all original documents of potential long-term value, including all Division annual reports and meeting minutes.
  • Verify the planned attendance of councilors at Council meetings of the Society, arrange for the attendance of alternate councilors, if necessary, and accredit councilors or alternate councilors for Council meetings in the manner and at the time specified by the Society.
  • Prepare the Division annual report and circulate to all Division officers and committee chairs, allowing sufficient time for review and changes prior to on time (March 15) submission of the report to the ACS Office of Divisional Activities. The report should be written in collaboration with those who served as Division chair and Division treasurer for the year covered by the report. (Note: The Division annual report is written by the secretary who served during the year that the report covers.)
  • Prepare and distribute interim reports, as well as reports and agendas for the Executive Committee and business meetings, as directed by the Division chair.
  • Create an annual Division calendar with specific dates for the following year's Division operations and activities. Refer to annual Division milestone calendar in the Division procedures manual.
  • In cooperation with the ACS Office of Divisional Activities, ensure that the Division election ballots, including candidate biographies, are prepared and mailed to Division members on time, unless this responsibility is designated to another Division leader (chair, past chair, etc.).
  • Notify the executive director of the Society of new Division officers, councilors, and alternate councilors on the forms provided by ACS Headquarters.
  • Certify and forward the biographies for newly elected and/or re-elected councilors to ACS Headquarters.
  • Upon completion of term of office, transfer all relevant files to the incoming Division secretary.
  • Refer to the "Duties of the Division Chair" to ensure coordination of activities.
  • Request meeting room needs from committee chairs for committee meetings at national meetings. Schedule committee meeting rooms at spring and fall national meetings of the Society.
  • Perform other duties as prescribed by the Division bylaws.
Timetable: 

January:

  • Draft Division annual report, if responsible. The Division annual report is written by the person who served as secretary during the year that is covered by the report. Attend Division officers' training conference in the year that Division secretaries are invited. Obtain the past chair pin for presentation by the Chair to the past Chair at the spring national meeting.
  • Send reminders to Division officers and committee chairs regarding the submission of reports for the Executive Committee meeting scheduled for the spring national meeting of the Society and request agenda items for the meeting.


February:

  • Circulate the Division annual report for review by the current Division chair and all Division officers and committee chairs who served during the year that the report covers to ensure the report's accuracy and comprehensiveness. Make changes to the report as required. Verify the planned attendance of the Division councilor(s) at the spring national meeting of the Society. If necessary, authorize the attendance of alternate councilor(s). Work with the Division chair in preparing reports, agendas, etc. for the Division Executive Committee meeting and Division business held at the national meetings of the Society.

March:

  • Upon approval of the Division chair, submit the Division's annual report to the ACS Office of Divisional Activities on or before March 15.


March/April:

  • Record minutes of Division's Executive Committee meeting. Record minutes of other official Division meetings at the request of the Division chair. Attend forum for Division secretaries, if scheduled by the Committee on Divisional Activities. Remind the candidates to submit their biographies in time for the mailing of election ballots in August.

April:

  • Draft minutes of Division meetings within 2–4 weeks after the meeting and circulate to attendees for review and comments. Revise draft as necessary and submit approved minutes to the Division Webmaster responsible for dissemination of the report to Division members.

June:

  • Issue call for following year budget submissions.

July:

  • Work with Division chair in the preparation and distribution of the agenda for the Division Executive Committee and business meeting, scheduled for the fall national meeting of the Society.

July/August:

  • Work with the Division chair in preparing and distributing reports for the Division Executive Committee meeting and Division business meeting that will be held at the fall national meeting of the Society. Verify the attendance of the Division councilor(s) at the fall national meeting of the Society. Authorize attendance of alternate councilor(s), if necessary. Prepare annual ballots and mail to membership of Division.

August/September:

  • Record minutes of Division's Executive Committee meeting. Record minutes of other official Division meetings at the request of the Division chair. Attend forum for Division secretaries, if scheduled at the national meeting by the Committee on Divisional Activities.

September:

  • Draft minutes of Division meetings within 2–4 weeks after the meeting and circulate to attendees for review and comments. Revise draft as necessary and submit approved minutes to the Webmaster responsible for dissemination of the report to members. Count ballots and report results to chair.

October:

 

  • Notify ACS Headquarters of the re-elected or newly elected Division officers, councilors, and alternate councilors. Complete the certification and send biography forms for councilors and alternate councilors that are supplied by ACS Headquarters and submit them to the executive director of the Society.
  • Submit mailing label requests for the winter (newsletters, surveys, to the office of divisional activities. Draft Division annual calendar for the following year and circulate to all Division officers and committee chairs who will serve in office in the following calendar year.
  • In odd-numbered years, submit the District of Columbia Report for Foreign and Domestic Corporations when requested by the law office representing ACS. This report must by filled by Jan. 15th of even numbered years with the Department of Consumer and Regulatory Affairs in order to maintain good standing in Washington D.C. where CHED is incorporated.

December:

  • Review the Division files. Arrange for the storage of all original documents of potential long-term value. Weed the correspondence of unnecessary documents. If completing term of office, prepare the files for transfer to the incoming secretary by January 1 and coordinate transfer with incoming secretary. Begin draft of the Division annual report. Remember: The Division annual report is written by the secretary who served during the year covered by the report.