A Message from our Secretary
October 20th, 2017 Secretary Training, Conference Secretary Susan Kopp
Introductions and exchange of information.
Name, home church and some thing unique about yourself.
Our job – how do you see it?
What have you experienced?
How can we help one another?
How can I help you?
Maintaining our connection with local groups and one another:
On April 25th I took the on line training provided by National for Conference Secretaries. I learned some interesting things. I have shared with Marlene the information about storing our records:
This is from page 17, 18 & 19 of the 2017 Conference Secretary Handbook.
“Files/Binders- Document Retention Setting up Minutes Book, Files, Records You have a variety of record-keeping responsibilities as part of your office. The conference depends on you for maintaining its records. Decide where you want to set up your office and the supplies necessary for you to carry out these responsibilities.· Decide on a system which you will use to handle correspondence, files, and records and stick with it. Do not change unless it is really not working for you.
The following are suggested files that would be useful to the conference secretary: Preparation of Files/Binders AddressesØ Annual MeetingsØ Annual ReportsØ BudgetØ CalendarØ Committee ReportsØ CorrespondenceØ District FoldersØ Financial ReportsØ Financial InterpretationØ MinutesØ United Methodist Women Mission Resources CatalogØ Nomination CommitteeØ OfficersØ Officer TrainingØ Parliamentary ProceduresØ Program CommitteeØ ResourcesØ Mission uØ Standing RulesØ Treasurer's ReportØ
MINUTES: Keep minutes for easy access up to four years, or in accordance to your conference rules. Attach an annual year-end audited treasurer's report to the 'Minutes (one copy of the treasurer's report for each year). Retain copies of prior quadrennial plus present quadrennial minutes. Then send these files to archives and history.
REPORTS :Attach to minutes reports of the Executive Committee and the Administrative Committee.
NOMINATIONS: Attach a final copy on slate of officers to the minutes.
PROGRAMS: Retain programs of any event which is of historic interest to the Conference Organization of United Methodist Women or to the Annual Conference.
LETTERS, MEMOS: Retain prior quadrennial plus present quadrennial from the United Methodist Women. Discard any letters which contain out-of-date information on the basis of current information.
MAILINGS: All mailings sent to District Officers. NEWSPAPER ARTICLES, ETC: Make a scrapbook to retain newspaper clippings and photos of special events. A more complete file of all of the above may be kept if it is desired and if space is available.
GUIDELINES FOR RECORD RETENTION:
Local Units Work with your local church and district United Methodist Women: Review and follow your congregation and / district United Methodist Women standing rules on retaining records and archives.
Check with your district or conference United Methodist Women recording secretary for guidelines. Determine documents to be archived: Current Officers must weed out “working documents” (memos, planning lists, phone messages, email discussions, etc.).
Current officers should sort, box, label and list materials to save the “final product,” such as- One copy of unit program book and /or directory (officer lists)- Minutes- Audits- Other materials of historical value (e. g., one copy of program book or bulletin from retreats, mission programs, other district events)- Other legal or official papers (e. g., bequests, scholarship information)Archive at neutral site: Unit should determine where to house records. According to the bylaws, the secretary is the custodian of official papers and records.
Consult with church administrative council or historian about where records might be housed. Determine and document in the minutes the actual storage location. Options to consider –
District archives- Local church archives- Rented storage or bank box with keys held by 2 persons Access to records: Develop a list of materials that are stored or archived and the location of the storage site. After the election of new officers, the new secretary and president should receive a copy of the lists. Determine who has access or keys for the stored documents in addition to the secretary. Document this information in minutes. Understand that the records belong to the organization and not to the individual officer. The secretary as “custodian” of the records is serving on behalf of the organization. Home storage is not recommended because of legal situations that might prevent access to papers when needed (for example, at the death of the officer.) Neutral sites are recommended . . .”
The training allowed me to access the 2017 Conference Secretary handbook on line. You are most welcome to review it there should you want to. My hope is to share this with our sisters via the website as well as at the training at DLITE. I am also hopeful that we can discuss this at our meeting. I shared the information with Marlene via email and she is looking into it and it maybe an agenda item for us to discuss.