The Secretary-Treasurer is a member of the Junior Fellow District Advisory Council. The responsibilities are listed below. However, the Junior Fellow District Chair may delegate additional duties to the Secretary-Treasurer.
DUTIES - DISTRICT SECRETARY-TREASURER
The most important responsibility is to record the minutes of meetings, from the first meeting after election up to and including the Junior Fellow annual business meeting after which a new Secretary-Treasurer takes office.
- Minutes of each meeting are to be provided to the Junior Fellow District Chair for his/her review.
- After the Junior Fellow District Chair approves the minutes, it is the responsibility of the Junior Fellow Secretary-Treasurer to distribute the minutes to all members of the Junior Fellow District Advisory Council and the Fellow District Officers for their review and approval. (Mailing labels are available in the Department of Junior Fellow Services).
- A copy of these minutes must be sent to the Department of Junior Fellow Services, ACOG, for your district files.
See "Guidelines for Keeping Proper Minutes at Junior Fellow Meetings" and the "Sample Minutes" attached.
The District Secretary-Treasurer shall in consultation with the Junior Fellow District Chair and the Fellow District Treasurer prepare the budget. The written budget report shall be submitted to the Junior Fellow District Advisory Council. This officer should also be fully aware of the various funds allotted to the district and sections for Junior Fellow activities and reimbursement for meeting attendance. A budget should be prepared by January 1st of each year.
This officer should discuss with the Junior Fellow District Chair the meetings he/she must attend either by virtue of the office or by invitation. The Fellow or Junior Fellow District Chair or Fellow Treasurer should clarify the funding available for meeting attendance.
When for any reason the District Chair or Vice Chair cannot attend a meeting, the Secretary-Treasurer will attend.
Maintenance of records of district activities is the responsibility of the Secretary-Treasurer. He/she should establish a record keeping system including an historical file that will permit quick retrieval of district records. These records should be passed on to the successor of this office at the time of his/her election and/or copies sent to the Department of Junior Fellow Services for the district files.