ΜΒΨ Policy Library

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====== Secretary Policy ======

===== Article I - Limitations =====
==== Section 1. Position Limitations ====
  - The Secretary may not be the Risk Manager.
  - The Secretary may not concurrently hold another E-Board position.
  - The Secretary may not be the Member Educator or Assistant Member Educator.

===== Article II: Reports, Agenda, Minutes =====
==== Section 1:	Sending out Reports ====
  - Send a call for reports for the upcoming General Meeting to the mbpsi-l@mtu.edu email list no later than the upcoming General Meeting.
    - Send a reminder for reports on the Saturday before the upcoming General Meeting.   
==== Section 2: Agenda Template ====
  - A blank Agenda is maintained to make creating Meeting Agendas easier
  - It lists all positions and committees to report, along with the other segments of General Meeting.
  - The template is to be kept up to date with current officers and committee chairs
==== Section 3:	Writing the Agenda ====
  - To write an Agenda, copy the Agenda template (see section 2)
  - Change the date on this Agenda and save it to the proper folder. 
    - Add committee and other reports into the Agenda before the General Meeting occurs. 
    - The completed Agenda is sent to the list (mbpsi-l@mtu.edu) before the meeting
    - Print the appropriate amount of Agendas for Brothers to use during the General Meeting. 
    - Old Agendas are stored for posterity. 
==== Section 4: Taking Attendance ====
  - Attendance is taken at the beginning of General Meetings.
    - Record attendance in the Meeting Minutes (see below) and the attendance sheet for the semester.
==== Section 5:	Taking Minutes ====
  - Meeting Minutes are created from a copy of the current Agenda. 
  - Minutes are written during the General Meeting. Fill in each section with the appropriate details as meeting goes on. 
  - Record only the following during Closed Session:
    - Answers given by the New Members for questions written on the board
    - Locations and times for events planned in Closed Session
    - Motions for breaks during Closed Session
  - Send out Minutes to the mbpsi-l@mtu.edu email list by the Tuesday following the meeting
    - Send out a copy of the minutes, without closed session, to the Member Educators to forward to the Members in Training.
  - Minutes should not contain any Prohibited or Restricted information

===== Article III: Comprehensive Form =====
==== Section 1: Comprehensive Form ====
  - Make the comprehensive form from the template
    - Copy the template and adjust the date. 
    - Click the “Create Spreadsheet” button in the response section of the new comprehensive form.
    - Move the Spreadsheet into the appropriate folder, and reformat it as necessary to be presentable. 
  - The form must be sent out in sufficient time to gather the necessary information for the National Submissions.
    - National Submissions are due September, January, and April 30th.

===== Article IV: Address List =====
==== Section 1: Address List ====
  - The secretary creates a spreadsheet recording the addresses of each Active Brother for the Spring, Summer, and Fall of each year 
  - The addresses are typically found from the Comprehensive Form (see Article III)
  - These address lists are stored

===== Article V: Reserving the Meeting Space =====
==== Section 1: Reserving Meeting Rooms ====
  - Before the start of each semester, reserve the agreed upon room(s) for the entirety of the semester for the specified day and time.
  - The following form can be used to reserve rooms on campus: https://www.mtu.edu/registrar/students/room-schedule/form/

===== Article VI: Mailbox =====
==== Section 1: Mail ====
  - Our mailbox is located in MUB 106, and it has our organization name on it. 
  - Check the mailbox once a week during the school year.

> As adopted October 16, 2022
ΜΒΨ Policy Library

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