Roles and Responsibilities of Branch Secretary - Revised Sept 2023
This training package introduces Branch Secretaries to resources & expectations, emphasizing the role as an organizer and coordinator. It covers meeting preparation, minutes recording, adaptability, and problem-solving within the Legion structure.
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Roles and Responsibilities of the Branch Secretary Revised September 2023 The People Behind the Poppy
This training package is designed to introduce new and existing Branch Secretaries to the various resources available to them and to ensure they are cognizant of their roles & responsibilities. It should be read in conjunction with the General By-Laws of the Royal Canadian Legion, Alberta- Northwest NWT Command By-Laws and its Manual of Information. The People Behind the Poppy
Your role and what Council expects of you The Branch Secretary is described as the organizer and the coordinator of the Branch. Anyone who has spent time as a Branch Secretary will likely tell you that there is no better way to learn how the Legion and your Branch works, than by serving in this important role. The People Behind the Poppy
Your role and what Council expects of you In the days leading up to each scheduled meeting you will need to have the minutes of all preceding meetings completed. Do not read out the minutes as this will prolong the meeting. Minutes of those meetings to be considered should be posted on the bulletin board, photocopied or distributed in an All Branch e-mail. Be sure to have the master copy of all minutes signed by the President and yourself following approval by the membership. The People Behind the Poppy
Your role and what Council expects of you The task of recording the minutes during a meeting, especially by hand, can seem difficult when you first begin. Don't be afraid to ask the Chairman to slow down or to have the Chairman request the members to speak up. Remember, you can't record what you can't hear or understand. Soon you will develop the skills needed to do the job efficiently. The People Behind the Poppy
Your role and what Council expects of you Be careful when making changes. You may be comfortable doing things your way, while the Branch may have other methods. Over time opportunity may allow for change. Offer your ideas to the President or another officer. Their guidance will help. Likewise if you experience problems of any sort do not hesitate to bring them to the attention of the President. The People Behind the Poppy
Are you familiar with the Rules of Procedure? The Branch Secretary can be instrumental in assisting the President/Chairman run a smooth meeting. The General By-Laws Section 1303 states in all matters of procedure not provided for in the by- laws of any command or branch, the provisions of the Legion s Rules of Procedure for Legion Meetings shall apply. In all cases where these rules do not make adequate provision, then and then only Robert s Rules of Order shall apply. The People Behind the Poppy
Are you aware of your Branch responsibilities that are contained in the Alberta-NWT Command By-Laws? Submit monthly Executive and/or General Meeting minutes and Financial Reports to the District Commander. The Financial Report should be provided to you by the Branch Treasurer and should be an integral part of the Meeting Minutes. Submit to Command any other reports or returns requested by the Command Council. The People Behind the Poppy
Have you read the AB-NWT Command Manual of Information? It contains all of the relevant information you will need for your Branch to be successful. You will most likely find the answers to the majority of your questions in this manual. The People Behind the Poppy
Are you fully cognizant of your duties as detailed in the AB-NWT Command Manual of Information? The office of Secretary is a key position in the organization. If the Secretary is appointed or is a full time or regular part-time employee of the Branch receiving salary or wages for services, the Secretary is not eligible to hold an Executive position in the Branch and shall not have a vote at Executive Meetings. If elected, the Secretary has a vote at Executive Meetings the same as any other elected member of the Executive. The People Behind the Poppy
Are you fully cognizant of your duties as detailed in the Command Manual of Information? Receive and reply to all official correspondence promptly after consultation with the proper authority. Keep the Minute Book up to date and available. Have the By-Laws available and other records pertinent to the business of the meeting. Complete all forms, reports, questionnaires and advise the Executive Committee of all circulars and directives received from all Legion levels. Carry out the directives of the Branch and Executive Committee. Advise the Alberta-NWT Command Executive Director of the names of the Branch Executives and their contact information immediately following their election or appointment. Advise members in ample time, as to the nature of the meeting, the date, time and place. With the President, prepare an agenda for the use of the President or Chairman. Prepare clear and concise minutes of all meetings excluding Committee meetings. The People Behind the Poppy
Council & You As Red Green would say: We re all in this together . When you need assistance, your Deputy/District Commander, Command Council SEOs and the Command Office staff are all readily available to assist you to ensure you are successful. Please do not hesitate to contact us through the Command Office. The People Behind the Poppy
REFERENCES: Alberta-NWT Command 2020 15 Street NW Calgary, AB T2M 3N8 P: 403-284-1161 / F:403-284-9899 Office Hours: 8:00 a.m. to 4:00 p.m. - Monday through Friday https://abnwtlegion.com/members/publications/ Dominion Command 86 Aird Place Ottawa, ON K2L 0A1 TF: 1-888-556-6222 / 1-613-591-3335 / Fax: 1-613-591-9335 Membership: 1-855-330-3344 / Branches Supply: 1-888-301-2257 Members Supply: 1-888-301-2268 www.legion.ca http://portal.legion.ca/branch-and-command-resources http://www.legion.ca/who-we-are/how-we-operate/by-laws-and-publications Legion Magazine: 1-613-591-0116 Alberta Gaming & Liquor Control Board 50 Corriveau Avenue St. Albert, AB T8N 3T5 TF: 1-800-272-8876 http://aglc.ca The People Behind the Poppy
