Secretary Oral Report to Provincial Convention 2016 -
Paper, paper and more paper! Is that how you feel, when you think about being Secretary? The secret to maintaining control (and order) is to file all your important papers.
Do you have a place for incoming mail? Get a basket – a box – whatever works for you. At least you’ll know where it is. Maybe 2 baskets. One for – ‘look at this right away’ – Another for ‘when you can get to it later’. Yes, I know, I can just hear everyone “I don’t have a room that big”! But if you get to it as soon as you can, file it in a folder with the name clearly marked “minutes”, “Christmas Bazaar”, “Strawberry Tea” or “whatever” – it’s out of the way and in a place where you can put your hand on it when you need it.
Secretarial duties include recording the minutes of all meetings and conventions of the council concerned and retaining them as a permanent record. Several members mentioned that they were very concerned over what to make note of in the minutes. One rule of thumb to remember is “Just the facts, ma’am, nothing but the facts”. You don’t need to record every comment that was spoken. In fact, there is a very good outline in the Handbook for Secretaries to use as a guide. One of the reasons I mention this is that of the 94 councils that sent annual reports, it was interesting to note that approximately 13 did not have a secretary. Ladies, there is lots of information available to help you.
One of my duties is to send out the credential forms with the provincial convention information. Such a small piece of paper and yet, it is really important. It gives you the right and the responsibility to represent your council: parish, diocesan or provincial, to make and second motions and to vote. I’d like to thank those who took the time to send in completed forms and attend the convention to represent their councils proudly and actively.
Well done Diocesan Secretaries for keeping me up to date on your diocesan and parish registers! Remember, parish presidents, if you don’t send it to them, they can’t send it to me.