D.
Secretary
The Virginia Section By-Laws in Article VII, Section 7.9.3, state
that the Secretary shall attend all meetings of the Virginia Section
and Board of Trustees and duly record the proceedings thereof.
The Secretary shall carry on such correspondence as may be necessary
to conduct the business of the Virginia Section. In addition to
these duties, the Secretary shall:
1. Negotiate and/or review all financial contracts
entered into by the Virginia Section and sign said contracts for
the Virginia Section. The Secretary is the only Section member
who has this express authorization to sign contracts financially
obligating the Section.
2. Attend all meetings of the Virginia Section and
Board of Trustees, prepare an Agenda, and record proceedings.
3. Be a member of the Historical Committee and be responsible
for the archive storage of pertinent Virginia Section files and
records.
4. Coordinate and submit to the Board of Trustees recommendations
on all meeting sites.
5. Coordinate and submit to the Board of Trustees recommendations
on all negotiated meeting contracts.
6. Supervise activities of the Section Administrator,
including the following:
A. Maintain the files, including an up-to-date membership mailing
list.
B. Purchase all necessary supplies.
C. Make all necessary arrangements for Board of Trustees meetings,
send out the notices, present the Section Administrator's report,
record the minutes of the meetings, and make them available
to the Board of Trustees as soon as possible following the meeting.
D. Make arrangements for and supervise the printing and mailing
of the programs for the annual meeting.
E. Cooperate with the Annual Meeting Committee to assure that
adequate and orderly arrangements are being made for the annual
meeting, which shall include meeting rooms, committee room reservations,
banquet arrangements, and registration arrangements.
F. Keep a factual record of attendance at various functions,
meetings, number of programs printed and other useful data.
G. Be custodian of all records of the VA Section such as files,
By-Laws, Regulations, etc.
7. Confirm costs involved with Annual Meeting arrangements
and make appropriate guarantees to the hotel for meals and meetings
rooms.
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