CORRESPONDING SECRETARY
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CORRESPONDING SECRETARY
Revised by the P & P Committee January 2010
General Statement
The Corresponding Secretary acts as a liaison between the AWCP and the community.
Policy
1. The Corresponding Secretary maintains communication between the AWCP and the community through correspondence, advisories and general publicity.
2. The Corresponding Secretary will serve as Updates Editor for the Inklings magazine, gathering and writing notices of club events for the magazine.
Duties
The responsibilities of the Corresponding Secretary include:
1. Preparing correspondence on behalf of the Club/President
2. Planning a budget of expected expenses
3. Assuming the duties of the Recording Secretary in their absence
4. Sending a letter to the AWCP attorney inviting him/her to our February Annual General Meeting (AGM)
5. Assuming such other duties as delegated by the President
6. Delegating the duties of this Office to another Board member when out of town or otherwise unavailable to carry out duties
7. Preparing and submitting a Year-end Report on the activities of the Office
Procedures
Preparing correspondence on behalf of the Club/President:
The President and other board members may ask the Corresponding Secretary to prepare general correspondence and other letters. These letters may be in answer to queries or original letters. The Corresponding Secretary should maintain a file of all correspondence and give true copies to the President and Historian. Correspondence may also occur via e-mail and should be handled in the same manner.
Assuming the duties of the Recording Secretary in their absence:
The Corresponding Secretary will assume the duties of the Recording Secretary in her absence. The Recording Secretary, as a courtesy, will advise the Corresponding Secretary of any impending absences and provide the necessary information required to fulfill the duties of that Office.
Sending letters to the AWCP attorney:
If requested by the President, in January of each year a letter is to be written to the AWCP´s attorney inviting the attorney to the February Annual General Meeting (AGM), which is a corporate requirement.
Assuming such other duties as delegated by the President:
The President may request that the Corresponding Secretary assume certain other duties as a representative of the President, self or the AWCP.
Delegating duties of this office to another Board member when unable to carry out said duties:
Because of the responsibilities of this Office, it is important for the Corresponding Secretary to find a replacement if unavailable. The replacement must be another Board member. The Board and the office staff should be advised as to who will assume said duties.
Preparing and submitting a Year-end Report on the activities of the Office:
The Corresponding Secretary will prepare a Year-end Report on the activities of the Office during the year and supply copies to the President, Historian and position successor.
Planning a Budget:
Planning the budget is to be coordinated with the Treasurers, and the President.
Normal expenses incurred by this position include, but are not limited to, the following:
a. Admin
