Administrative Handbook

II.D. RECORDING SECRETARY

(Sections of the constitution and by-laws applicable to this section: IV.A, D.2, E.3; V.D.4.)

II.D.1. CHARGE

The Recording Secretary records and distributes the minutes of the business meetings of the Association and the meetings of the Board of Directors and prepares an annual report of Board activities.  The Recording Secretary is an ex-officio member of the Planning Committee. (rev. 9/2013)

II.D.2 TERM OF OFFICE

The Recording Secretary is elected by the membership for a term of two years, and incumbents may succeed themselves. However, no elected officer may serve more than six consecutive years.

II.D.3. REIMBURSEMENT FOR TRAVEL EXPENSES/PER DIEM

The Recording Secretary is reimbursed for expenses incurred in attending Board meetings, including transportation, lodging, and a per diem for meals (up to half of the rate set by the US General Services Administration). Reimbursement is limited to those expenses not covered by the person's own institution. Requests for reimbursement, accompanied by receipts for transportation and lodging, are submitted to the Administrative Officer. Mileage will be reimbursed at the current IRS rate. (rev. 4/2009)

II.D.4. BUDGET REQUEST

The Recording Secretary submits an annual budget request to the Finance Committee four weeks in advance of the Spring Board meeting to cover expenses such as transportation, lodging, per diem, telephone, photocopying, and postage.  (rev. 7/2011) (rev. 5/2014)

II.D.5. RECORDS AND PREPARES MINUTES FOR DISTRIBUTION

The Recording Secretary records and prepares for distribution the minutes of the Board meetings (which may be reviewed first by the President), and the minutes of the annual meeting of the Association.

II.D.6. FORMAT OF MINUTES

Following the order of the agenda, the Recording Secretary summarizes the discussion under each agenda item and records all Board actions and policies in the minutes. The Board so states motions that they clearly set out who is to execute what by which date. At the end of each set of minutes the Recording Secretary provides an executive summary of the meeting. This summary consists of all the Board actions passed in that meeting. The intention of this summary is to provide a convenient reminder to Board members of what they are responsible for and by when. The Recording Secretary also provides a separate list of any MLA policies passed in that meeting. A policy is defined as a decision that is made upon formal vote of the Board of Directors and that is intended to govern subsequent actions of the Association. The Board of Directors will determine the appropriate location in the Administrative Handbook for approved policies, which will be added to the Handbook by the Parliamentarian. (rev. 5/2014)

II.D.7. INDEXING OF BOARD POLICIES

The Recording Secretary updates the index of Board policies on an annual basis and distributes it to the Board before the annual meeting.

II.D.8. ANNUAL REPORT OF BOARD ACTIVITIES

The Recording Secretary prepares an annual report summarizing the Board's formal and informal activities. The report is published in the MLA Newsletter prior to the annual meeting. 

II.D.9. DISTRIBUTION OF MINUTES

Within two weeks after each Board meeting, the Recording Secretary sends a copy of the minutes to the President. Within six weeks after each Board meeting and with presidential approval, the Recording Secretary sends the minutes to:
  • the Board of Directors,
  • the Web Manager for posting on the MLA web site (marked that it is a draft), and
  • other members of the Association by request.
A final copy of the minutes will be sent to the MLA Archives and posted to the MLA web site after approval at the next Board meeting. (rev. 7/2011)

II.D.10. MAINTENANCE OF RECORDS

The Recording Secretary maintains the records of the office of recording secretary so that they can be passed on to the next elected Recording Secretary in a timely fashion. When appropriate, papers and correspondence are submitted to the MLA Archives. For further information, consult the MLA Archives page on the MLA web site. (rev. 5/2015)

II.D.11. ACTION TAKEN BETWEEN BOARD MEETINGS

Action between meetings should be restricted as much as possible to items that require action, due to deadlines or other need for expediency, before the next formal Board meeting. The President shall provide a timeframe for discussion and voting when introducing the issue, warn when discussion is to end, and call a formal vote as if in a regular Board meeting. The Recording Secretary shall take minutes of the discussion, record the vote, and add it to the minutes of the following formal meeting of the Board. Personal approval obtained separately from Board members outside this formal structure does not constitute a vote.

If the timeframe for response is so short that it precludes full Board discussion and action, emergency action is taken by unanimous vote of the President, Recording Secretary and Vice-President/Past President. All emergency action taken between meetings is subject to ratification at the following Board meeting and entered into the minutes.   (rev. 3/2011) (rev. 5/2014)