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Guidelines for the Secretary or Secretary-Treasurer

The Secretary or Secretary-Treasurer

The Secretary or Secretary-Treasurer is, in many ways, the most important officer in the section. Sections should make sure that candidates for the office of Secretary or Secretary-Treasurer understand the crucial role and duties of the Secretary or Secretary-Treasurer before they stand for election to this position. Because the position is so important, the term of office for the Secretary or Secretary-Treasurer should be at least three years with an option for re-election.

The Secretary or Secretary-Treasurer is responsible for all communication between the section and the MAA headquarters office, for facilitating communication between the section officers, and for communication between section officers and the membership of the section. He or she is responsible for submitting reports on section meetings to the MAA, for submitting the section’s nomination for the Haimo Distinguished Teaching Award to the MAA, for communicating with the headquarters office about any proposed revisions to the section bylaws, and for arranging with the headquarters office to make occasional announcements to the section membership via the MAA’s email list.

The Secretary or Secretary-Treasurer is responsible for coordinating communication among section officers throughout the year via a list-serve and/or MAA Wiki site and also for making sure the section’s executive committee meets at least once per year, that all officers have a chance to contribute to the agenda for this meeting, and that minutes of the meeting are taken and distributed afterwards. She should make sure as well that all section officers and committee chairs, especially those in their first year of service, know their duties and deadlines.

Finally, he or she is responsible for coordinating communication between the section’s executive committee and the membership of the section, especially regarding section meetings, but also about elections, nominations for section awards, proposed bylaw changes, and other section business. The secretary should make sure that section meetings are well advertised and, in particular, that the date and location of each section meeting is announced to the membership at least three months before the meeting and that the location, date, and meeting schedule are announced at least three weeks before the meeting. A section website hosted by MAA, a section newsletter published at least once or twice per year, and a list-serve of department liaisons for colleges, universities, and other institutions within the section are highly recommended for publication of upcoming meetings and other section activities and business. If the section has a tradition of communication with its membership by regular mail, then the Secretary or Secretary-Treasurer must be able to produce such mailings or ensure that they are produced.

The Treasurer

Whether this office is distinct from that of Secretary or is a joint Secretary-Treasurer position, it is a very important position and should be filled by an especially responsible section member. The Treasure (or Secretary-Treasurer) need not be a financial whiz, but he or she should be comfortable handling money and shopping for the best interest rates for savings accounts, CDs, etc. Because the position is so important, the term of office for the Treasurer or Secretary-Treasurer should be at least three years with an option for re-election.

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