Recording Secretary

About the Recording Secretary

The Recording Secretary-

• Keeps accurate records, reports, and minutes of all chapter and executive board meetings.
• Preserves chapter roll book.
• Organizes all chapter records and files.
• Presides over meetings in the absence of the President and Vice President.
• Trains and assists their successor.

Important Information for the Secretary

• Submissions of Forms/Monies:

Submit forms, dues, and fees by due dates to avoid delinquency fines, and to remain in good standing with the fraternity. Mark due dates on your chapter’s planning calendar as a reminder. Forms and monies must be received by, or postmarked no later than midnight of the due date to avoid delinquency fines. Make sure all required information is complete and mail-in forms have all signatures. Make copies of all forms, checks, or money orders submitted. It is suggested that hard-copy forms and checks be sent certified mail with return receipt or next day (2nd) if necessary. Keep lines of communication open between officers and between officers and Region Consultants/Office Manager in regards to problems which may arise in timely submission of forms and monies.

• Semester/Quarter Membership Information:

If a name is missing, call the National Headquarters so that it may be entered. Resigned is now a member status. A chapter must vote to expel a student who is disaffiliating. Nationally Inactive Members are those members who are inactive because they are not in residence; they are exempt from paying National Dues. Locally Inactive Members are those members who are inactive for a semester/quarter because of extreme circumstances as defined by the chapter; they are still required to pay National Dues. Please print a copy of the online membership information after it is complete, and submit with your chapter’s National Dues payment.

• National Dues:

mail to National Headquarters. Semester schools: $54/active member per semester; Quarter schools: $36/active member per quarter

• New Member Information:

Initiation date must be complete (month, day, year). Complete date of birth must be entered (month, day, year). Please enter the correct spelling of new members’ names, using the correct upper and lower case. There is a $15.00 charge for a shingle which must be reprinted because the name and/or initiation date was submitted incorrectly.

• Induction Dues and Fees:

Mail to National Headquarters. Semester schools: $149/new member per semester; Quarter schools: $131/new member per quarter. Chapter Officers Information: Current officers will be listed even after the next term’s officers have been entered. When changing officers for the next term, use the “edit profile” tab, enter each officer, even if a person will be holding the same office for the next term. It is important to enter email addresses, especially for the President, Secretary and Treasurer. Please enter the current school address for the President.

• Chapter End of Semester/Quarter Report:

This form is extremely important. It is used for the national office to review and assess chapters. Awards are also scored based on this form. A chapter that submits their Form 110 thirty days after the due date is not eligible for a national award; however, they are still scored so that they can be assessed to determine which areas need to be strengthened. NOTE: Beginning with the Fall Semester’s Form 110 due date of January 1, 2006, delinquency fines will be assessed if all items listed on the Form 110 checklist are not received by the due date.

How to handle submission problems

The National Headquarters recognizes there may be times, when for one reason or another, a chapter may not be able to send their forms in on time, or meet their obligations for national dues or initiate fees by the due date. Form 20 & 21 Brother Risk Management Agreement: must be received by the due date. Signatures should be obtained when national dues are collected. Extensions may be given for Form 20A & 21A - Initiate Risk Management Agreements only if there will be a late pinning, or for National Dues/Induction Fees if there is a delay in receipt of a school-processed check. We understand the processing of school checks for national dues or initiate fees may take longer than anticipated. This may be avoided by submitting the request for payment to the school well in advance of the due date. If the school requires an invoice for checks, contact the Office Manager at the National Headquarters, so that the invoice may be sent to the school as soon as the information is received. If a chapter anticipates being late on submission of required forms/monies, the appropriate officer must contact the Office Manager before the due date to explain the situation - each case will be reviewed on an individual basis. If the Office Manager has not heard from the chapter prior to the due date, the forms/dues/fees in question shall be considered late and delinquency fines will be assessed. Two weeks following the due date, a delinquency notice will be sent to the chapter’s senior officers accompanied by a $20.00 fine per outstanding form and for any outstanding monies. A second delinquency notice will be issued four weeks after the first late notice. This notice will carry an additional fine of $30.00 per outstanding form and $50.00 for outstanding dues and/or fees. The National office will use the postmark date on an envelope to determine if mail-in forms/monies are delinquent. For online forms, the actual submission date will be used. A chapter has six weeks after forms/monies are not received by their due date before the National Council may consider placing the chapter on probation.