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Responsibilities of the Secretary’s office

Duties of the Society for Birth Defects Research and Prevention Secretary

Revised November 2024

The Secretary or their designee shall attend and keep the minutes of all meetings of the Society and of the Council and shall prepare a list of items needing attention for use by the President in the preparation of agendas. They shall have charge of such documents as the Council may determine. They shall ensure that a chronological list of members of Council and of all Committees for each year the Society continues to function is maintained. They shall be responsible for issuing all the notices of the Society that shall include notices of each Annual Meeting and of the Council Meeting preceding and following the Annual Business Meeting. They shall ensure that a roster of members and guests in attendance at each Annual Meeting is maintained. They shall ensure that a record of all applications received for membership in the Society is maintained, and that all applications are sent to the Membership Committee for processing.
The Secretary performs the duties outlined below in conjunction with the business office.

1. At the annual meeting:
1. Post minutes of last year's Annual Business Meeting.
2. Record the minutes of the two Council meetings and the Annual Business Meeting and subsequently share with Council for review.
3. Count members attending the Annual Business Meeting and ensure a quorum, as defined in the Bylaws, is met.
2. Throughout the year:
1. Assist with Council teleconference and meeting agenda preparation.
2. Record the minutes of all Council teleconferences and share with Council for review.
3. Participate in Membership Committee activities and ensure the committee follows procedures and policies for processing new member applications and notifying each applicant of the outcome of their application in a timely manner.
4. Ensure the Nominations and Elections Committee submits a slate of officer nominations to the Executive Director by January in order that the ballot may be prepared.
5. Ensure that the Constitution and Bylaws Committee follows the process and timeline outlined in the Constitution and Bylaws for any proposed amendments.
6. Remind committee chairs to submit their annual reports to Council in May.