DUTIES OF CHAPTER SECRETARY

Secretary

 1.  The Secretary shall keep accurate minutes at every meeting, being specific about names, dates, and motions, as well as keep a copy of all contest rules.

 2.  If the Secretary cannot attend, Co-Leader shall be notified as soon as possible to fill the office. Secretary's materials are provided, and the Co-Leader performs Secretary's duties at the meeting.

 3.  The Secretary reads the minutes as requested by the Leader.

 4.  The Secretary shall:

• Record the minutes of each regular or special meeting
• Carry on the necessary correspondence required by the Leader
• Submit to the Coordinator a copy of the duly adopted chapter bylaws that supplement the TOPS rules.

 5.  An attendance record may be kept.

 6.  Write down as accurately and completely as possible all activities that occur during chapter meetings each week. When recording minutes, use correct terms:

• Always use TOPS and KOPS. The "S" is very important. It stands for SENSIBLY.
• Titles "Queen" and "King" are only used for those new KOPS losing the most weight to goal by year's end. 
• Weekly, monthly, quarterly, summer and winter "BEST LOSER" may be honored for most weight lost in that time.
• Yours is a "CHAPTER" of TOPS  Club, Inc.
• Use "LEADER" and "CO-LEADER" - not president and vise-president.

 7.  Be certain to note the following in minutes:

• Weekly net loss/gain and attendance
  
• Program topic
• Election results
• Amendments adopted
• Treasury report
• Officers' meetings
• TOPS/KOPS awards
• Motions made and passed
• Contest information
• Area Meeting Information
• Recognition Day information
• Announcements, rules

 8.  Contact any member with four unexcused absences in a row to let member know he/she is considered inactive and is disqualified from all yearly awards.

 9.  If requested, contact members who are moe than a month behind in chapter dues.

10.  Read, file, and respond to all correspondence as requested by Leader.

11.  List all chapter information and Leader's name, address, and phone number with local newspaper, Chamber of Commerce, Welcome Wagon, and Library each year.

12.  Provide information for chapter news articles.

• Get permission from all mentioned in article.
• Do NOT mention food functions.
• Include a picture if possible.
• Be certain to answer these questions in the article: WHO? WHAT? WHEN? WHERE? WHY?
• Give meeting place, time, day, and TOPS' toll free number (1-800-932-8677) and website address (www.tops.org) at the end of the article.

from TOPS Chapter Guide - page 14

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