Sons of Union Veterans of the Civil War
Department / Camp Job Descriptions

Secretary

Purpose
The purpose of the office of Secretary is to keep the minutes of the meetings and to carry on necessary correspondence for the Camp or Department.

Activities

Camp Secretary . The activities of the Camp Secretary should include: (1) Taking minutes of each Camp meeting; (2) Maintaining a book or file of minutes of past meetings; (3) Reading the minutes of the preceding Camp meeting; (4) Processing and responding to Camp correspondence; (5) Notifying Brothers of meeting dates and location; (6) Preparing Form 22, "Report of Camp Installing Officer", in duplicate and sending both copies to the Department Secretary; (7) Reviewing for accuracy the annual "Life Member Reimbursement Form" (Form 10) that can be prepared by a Camp's Commander, Treasurer or Secretary; (8) In conjunction with the Camp Treasurer, prepare and submit a "Camp Annual Report" (Form 27) in duplicate to the Department Secretary on or before April 30 of each year, with check for per capita and application fees, plus two copies of the membership application for each new Brother; (9) Preparing and submitting a "Camp Status Report" (Form 30) in duplicate to the Department Secretary by the 15th day of the next month following any change in a Camp's membership after the annual report is filed. A check for per capita and application fees, plus two copies of a new Brother's membership application must be enclosed; (10) Maintaining Camp membership applications and supporting documentation; (11) Preparing credentials for those serving as Camp delegates and alternates to Department Encampments; (12) Maintaining the Camp seal and affixing it to Camp documents as needed.

Department Secretary. The activities of the Department Secretary should include: (1) Processing and responding to Department correspondence; (2) Supplying Camp related report forms to Camp Secretaries who do not have access to the National Web site; (3) Forwarding one copy of the completed Form 22 to the National Secretary and retaining one copy for Department records; (4) Supplying the current version of the "Life Member Reimbursement Form" (Form 10) to Camp Secretaries or Treasurers who do not have access to the National Web site. An updated form is to be used after the beginning of a new calendar year and received by the National Treasurer no later than March 31 of each year. Consult the "C&R" for details on Life Member Reimbursement; (5) Preparing Past-Department/Department Commander, delegate, and alternate credentials to the National Encampment; (6) Maintaining a supply of Department letterhead stationery; (7) Preparing and sending Form 49, "Certificate of Election of Department Officers", to the National Secretary immediately after the annual Department Encampment; (8) In conjunction with the Department Treasurer, prepare and submit a "Department Annual Report" (Form 35) to the National Executive Director on or before May 31 of each year with check for per capita and application fees, plus one copy of each new Brother's membership application; (9) After the Form 35 has been filed, one Form 30 for each affected Brother shall be forwarded to the National Executive Director by the 15th day of the next month after receipt from a Camp Secretary. Payment of per capita due the National Organization for a new Brother or reinstated Brother must accompany a Form 30. A copy of a new Brother's membership application must also be attached; (10) Preparing minutes/proceedings of annual Department Encampments; (11) Maintaining copies of annual Department Encampment meeting minutes/proceedings; (12) Maintaining a copy of the Order's Constitution and Regulations, the Department's Bylaws and a copy of the Bylaws of each Camp within the Department; (13) Maintaining the Department seal and affixing it to Department documents as needed.


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Position description last updated August 2003