Operational Plan for Secretary

Bylaws description

According to our section's Bylaws, The Secretary shall keep minutes of the annual section business meeting and of meetings of the Executive Committee, handle the Section correspondence, manage registration and registration fees for the annual meeting, and submit an annual section report to the Committee on Sections. This position is considered an Officer and a member of the Executive Committee.

Time line for tasks

Today is Saturday, 4 December 2021. This timeline assumes that the next meeting is scheduled to be on 8 October 2021 and the last meeting was on 23 October 2020. (Note that next meeting date may not be yet set and the default date of 1 Oct is being used.) If you are on the executive committee and you are reviewing the operational plan for your office, you may interested in editing/modifying what you see here.

  1. Immediately following the Section Meeting [Target date: 26 October 2020]
    1. Send the following to programs@maa.org
      1. Updated information on Section Officers
      2. Dates and location of the next Section Meeting
      3. [Student forms with their choice of an MAA book or a one year subscription to MAA ] - MARKED FOR DELETION
    2. Do any follow-up tasks from meeting
      1. Type up notes/minutes from Executive Committee meeting and Business meeting; send these out to all officers for changes and approval. After approval, coordinate with Information Director to get both of these on the web site.
  2. Soon after Section Meeting [Target date: 30 October 2020]
    1. Update database of pre-registrations with information from attendees registering at the meeting. Also, remove any people who pre-registered but did not attend the meeting. Use the following URL: registration/secretaryUse
    2. Add to the database the registration information from attendees who only registered at the meeting. registration/create
    3. Annual Section Report - DUE JUNE 30
    4. [Prepare an executive summary of the meeting, and submit it to the Information Director to be posted on the Section website. ] - MARKED FOR DELETION
    5. Review Secretary's Operational Plan, and edit as needed.
    6. [Once Haimo Award Nomination information is released, forward to the nominator of winner of Section Teaching Award. Nomination is involved (requires student letters), so the earlier it is sent, the better. Deadline is March 1. ] - MARKED FOR DELETION
    7. [Once Haimo Award Nomination information is released, forward to the nominator of winner of Section Teaching Award. Nomination is involved (requires student letters), so the earlier it is sent, the better. Deadline is March 1. ] - MARKED FOR DELETION
  3. Early Spring (January/February) [Target date: 31 December 1969]
    1. Once Haimo Award Nomination information is released (to Secretary listserv in beginning of February), forward to the nominator of winner of Section Teaching Award. Nomination is involved (requires student letters), so the earlier it is sent, the better. Deadline is March 1.
  4. Beginning of Fall - Section Teaching Award [Target date: September]
    1. Make sure the Chair of the Section puts together a committee to select the winner of the Section Teaching Award. Ask Chair to let Secretary know when committee is formed.
    2. [Directions for Haimo Award (National Teaching Award) will come out in Spring. Our nominee for this award has been the winner of the Section Teaching Award. ] - MARKED FOR DELETION
    3. Prepare the Call for Nominations ASAP in order to give nominators ample time to respond. Is there a way to update this link?
    4. Email the short nomination form (page one of the full version) to all members of the Iowa Section with a letter explaining the process AND have it posted on the web. Send follow-up email to liaisons and Iowa NExT members in one or two weeks. All nominations are returned to the Secretary who then passes them on to the Teaching Awards Committee. individual/liaisonEmails
    5. [Get the process and forms on the Awards web page at the Iowa Section web site. Arrange with webmaster to do so.] - MARKED FOR DELETION
    6. [Make sure the Chair of the Section puts together a committee to select the winner of the Section Award. Ask Chair to let Secretary know when committee is formed. ] - MARKED FOR DELETION
    7. In years where no nominations are submitted, ask the Teaching Award Committee and chair to contact nominators from previous years and ask them to resubmit a nomination.
    8. Send all nomination forms received by the deadline to the chair of the selection committee.
    9. [The deadline for the national award has been early March. Make sure our nominee for the Haimo Award has all the material ready to be sent via US Mail to the MAA Secretary. ] - MARKED FOR DELETION
    10. [Contact MAA (programs@maa.org) to request certificates for 25 and 50 -year members AND section teaching award certificate. Should be mailed to secretary.] - MARKED FOR DELETION
  5. Two months before section meeting - start planning [Target date: 8 August 2021]
    1. Contact MAA (programs@maa.org) to request certificates for 25 and 50 -year members AND section teaching award certificate. Should be mailed to secretary.
    2. Contact the Vice-Chair and work with him/her to put out a Call for Papers. Coordinate with the Information Director to put the pieces on the web site.
    3. Things to include in the Call for Papers (Some of these pieces are part of the online template while others need to be solicted and placed on the web.)
      1. Where the Meeting is and when (get details from Vice-Chair Elect)
      2. [List of Section Officers ] - MARKED FOR DELETION
      3. Schedule with the main speakers
      4. Call for student and faculty papers (to be sent to the Vice-Chair, so include his/her address)
      5. Elections: Vice-Chair Elect is every year, Secretary and Treasurer are each every three years (but staggered); Governor is handled through the national office. The Chair of the Section should put together a nominating committee for you to include in the Call for Papers. Point out to the nominating committee the list of where the meetings have been held in the past.
      6. Lodging details
      7. Indicate to whom questions should be directed.
      8. [Iowa Competition information (if it will be held at the meetings) ] - MARKED FOR DELETION
    4. [After the Call for Papers deadline, notify the MAA headquarters (hnesbitt@maa.org) [RIGHT NAME?] about the number of certificates needed for student presentations. Use the following page to determine the quantity and names. URL: proposal/studentSpeakers] - MARKED FOR DELETION
    5. Make sure the host institution has a place for registration and to display books (MUST BE ABLE TO BE LOCKED!). It also helps to have student helpers for registration so they can answer questions about where to park and eat. Contact the Vice-Chair Elect for these issues.
      1. [Contact MAA (programs@maa.org) to request certificates for 25 and 50 -year members AND section teaching award certificate. Should be mailed to secretary.] - MARKED FOR DELETION
  6. In the two weeks before the meeting [Target date: 24 September 2021]
    1. Prepare and make copies of
      1. Ballots [30-40 copies. Base on past year's registration and location.]
      2. Registration forms ($10) [See if there are copies left. Make more if needed.]
      3. Receipts for registration [See if there are still copies left. Add more if needed.]
      4. [Student presentation forms indicating their choice of MAA book or one year membership in the MAA [copies = # of student talks - see above how to find this] ] - MARKED FOR DELETION
      5. Last year's minutes for Executive Committee Meeting [2-3 copies just in case. Can resend email to make sure in everyone's inbox.]
      6. Copies of program (check with Vice Chair to make sure it's final first). [2 or 3 for registration table, one to post at each room where talks will be held] session/printSchedule
    2. [Complete the Student talk certificates (fill in name, institution, title of talk, date) ] - MARKED FOR DELETION
    3. Make sure the Section teaching award certificate and 25 & 50 year membership certificates from the MAA headquarters arrives.
    4. Buy a nice frame for the Teaching Award.
  7. Things to bring to the meeting [Target date: 7 October 2021]
    1. [Info from MAA that gets sent to you for display ] - MARKED FOR DELETION
    2. All the things you made copies of above and prepared to bring
    3. Nametags, pens, markers, tape, staplers, scissors
    4. All the Secretary files in years there is an election for this position.
  8. At the meeting [Target date: 8 October 2021]
    1. Registration fee is $15 for all non-students. Invited speakers should register, but do not pay the registration fee.
    2. Executive Committee meeting on Saturday morning
      1. Have Governor sign 25-year and 50-year membership certificates
      2. Have Chair sign teaching award
      3. [Make arrangements to get student certificates to students (give at the business meeting or give to the chair of the session the student is speaking in) ] - MARKED FOR DELETION
      4. Take notes for minutes
    3. Business Meeting
      1. Bring copy of minutes for Section approval, (framed) Teaching Award with nomination information, ballots.
      2. Take notes for minutes