Recording Secretary Roundtable Night 1

Hire an outside tech crew for area assemblies.
5 area assemblies a year
Area committee meeting each month
Area recording secretary is responsible for recording each of those
Any new motion that passes there is a document that lists each of the motions.
Zoom can transcribe the meetings. It is a not a perfect transcription. Transcription must be enabled. Subtitles have to be running.
Reports are moved to google form.
Had many different reports coming in. The google form helps to make taking the minutes faster.
Share point is another option. Everyone sees them online so it makes it easier.
What are other other options of share contact list.
There is a tech committee for one that maintains the contact list.
Looking for other platforms that are more accessible like air table.
Many secretaries are responsible for the contact list.
One has to maintain the contact list through the alt delegate, then the registrar uses fellowship connection and he uses the excel sheets for contacts and a lot gets lost in translation.
The registrar maintains the confidential contact list.
Any member can view previous minutes. However if the secretary has access to the database they can update it when they need to.
Minutes are posted to a secure website.
How do we use technology to streamline the process?
How do we get more corporation from those who reach out to the secretary?
Has a google.doc been sent out to help this process.
Sharepoint is Microsoft.
Use to use google but there was a security breach in it.
Microsoft was suppose to be the best option to use for the documents and database filing.
Went to Sharepoint because when their was rotation then had it on their private machines. When you use Sharepoint it is all there and accessible for the incoming secretary.
Alt Secretary: Covered for the secretary when they were out to town or unable to fill the position.
Area chair or alt area chair can send out the mailing information. However it seems much more common that the secretaries have been responsible for doing such. The example being in such that the Area in mention had gone paperless.
Other areas have a policy and admissions committee that is in charge of the handbook.
4 times a year there will be an area committee meeting.
A month prior to the ACM there is an officer meeting where the officers set the agenda for the ACM.
The officers don’t make any decisions. They just set the agenda for the area committee meeting.
Some have a running list of motions that have passed. Not just motions that affect the duties and responsibilities of the functioning of the assembly.

Summary: I really enjoyed the roundtable sessions. I really would like it if our Area considered assembly meetings 4-5 times per year. I think there would be a lot to discuss there but that it could be very helpful. With this Area Committee would still meet each month and committees likewise. One thing I took away also was the idea of having a document with all motions that are passed in entirety. We have motions currently that affect the functioning of the body but this could help in keeping a more exact document with all the motions that are passed. That could be something I bring up as a motion after Agenda Items and the Conference Report Back.