MSERA OPERATIONS MANUAL: Responsibilities and Duties of Officers

Office of the Secretary-Treasurer

The Secretary-Treasurer is elected by the general membership for a two-year term. The election is held during the Business Session at the Annual Meeting. In accordance with the Bylaws, Article 11, Section 3, the Treasurer shall assume the following responsibilities:

1. Conduct the correspondence for the Association, keep minutes and records for all regular and special meetings of the Association, keep minutes and records for all meetings of the Board, keep account of and report all monies received, write checks as authorized by the Board, and supervise registration at the Association's Annual Meeting. He/she shall prepare and distribute minutes to members involved at any regular and special meetings of the Board within six weeks after the conclusion of the meetings. Unless there is written notice from any Board member within four weeks after their distribution concerning errors, the minutes shall become the official record of the proceedings of the meetings.
2. Prepare and submit the books of the Association at the close of the Association's business year for an annual audit by active members, other than the incoming or outgoing Secretary-Treasurer, appointed by the incoming President.
   
   In addition to the duties stated above, the Secretary-Treasurer shall be responsible for the following (while some of the duties are stated as belonging to the Executive Secretary, in recent years the operational procedures have rested with the Secretary-Treasurer):
   
3. Maintain the membership records by keeping a database from which information requests can be easily retrieved.
4. Prepare periodic financial statements that summarize the fiscal activities of the Association and present them at the spring and fall meetings of the Board of Directors, the annual Business Meeting, and to the Budget Analysis Committee.  Prepare a detailed, yearly statement that summarizes the fiscal activities of the Association and submit it to the President, Vice President, and the chair of the Budget Analysis Committee.
5. At the request of the editors of the Researcher and Research in the Schools, prepare mailing labels of the current membership sorted by zip code. Board members may also request membership lists and mailing labels for their states.
6. Early in September, send each current member of the Association a letter of invitation to pre-register for the Annual Meeting. Along with that letter send a form that contains the current membership information. Members are invited to correct the information on the form.
7. Maintain a current supply of ribbons for the Officers, Board of Directors, committee chairs, and speakers.
8. Have available at the Annual Meeting registration information, including name tags and receipts in an envelope for pre-registered members, pre-printed name tags, registration forms for the members who did not pre-register, and blank forms and name tags for new members who attend.