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Leadership Manual

Leadership and Governance

   TRANSITION: The Changing of the Guard
   NEW PRESIDENT POINTERS
   LEADERSHIP LESSONS FROM GEESE
   DUTIES OF OFFICERS
   HOW TO RUN A MEETING
   MEETING TIPS
   RECORD-KEEPING PRACTICES

RECORD-KEEPING PRACTICES

A major challenge related to record-keeping is motivating other officers to be as conscientious about record maintenance as the president and secretary might be. One way to reinforce the need for accurate and thorough record-keeping and retention is to encourage others to do what you want and then to give unexpected rewards for follow-through. Rewards might be nothing more than a public statement of how helpful the person's behavior is, a small token passed along from a workshop or conference, or an opportunity to represent the community at a special affair. Keep in mind that while you will tire of the increased demands on your time, members who are not as involved will often be quite pleased to stand in for you.

While the secretary may have the official responsibility of maintaining council records, it is a very good idea for the sitting president to maintain his or her own set of important records.

  1. Obtain a four-drawer file cabinet in which to keep council-related materials and other documents from the various committees and boards you will be asked to join or participate with as a result of your being a council president.
  2. Locally produced records, like council minutes, including sign-in sheets; select incoming and all outgoing correspondence and financial records; a current copy of the council's bylaws, NSP contracts, funded grant proposals, etc.; should be kept on hand for several years. Any records created during your term(s) of office should be retained until an audit occurs or you are no longer president.
  3. State or other government-generated records, such as proof of 501 (c) (3) status, a copy of the Articles of Incorporation, if applicable, and a copy of your council's Statement of Continuing Existence should be kept on file indefinitely and passed along to the next president.
  4. The secretary should maintain council records -- the minutes, including sign-in sheets, all written reports, official correspondence, original government documents, etc. When a new secretary is elected, these documents should be passed to the incoming officer.
  5. The treasurer should maintain all financial records, financial reports, bank statements, etc. Whenever officers change, an audit of financial records is suggested. As with the secretary, all records should be passed to the incoming officer.

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