Legal Definitions - recording secretary

A recording secretary is an individual whose primary responsibility is to accurately document the proceedings, discussions, and decisions made during meetings of a group, committee, or organization. Their main duty is to create and maintain official records, commonly known as "minutes," which serve as a formal and objective account of what transpired.

Here are some examples illustrating the role of a recording secretary:

• Imagine the monthly meeting of the "Riverside Community Association," where residents gather to discuss neighborhood issues like park maintenance and upcoming events. The recording secretary for the association diligently takes notes on who attended, the specific topics debated, any motions proposed, the results of votes, and all final decisions reached. These detailed notes are then compiled into the official minutes, which are distributed to all members, providing a transparent and formal record of the meeting's outcomes and commitments.

• Consider a quarterly board meeting for "Global Innovations Corp.," a large technology company. The corporate recording secretary is present to meticulously document all discussions concerning financial performance, strategic initiatives, and executive decisions. This includes noting specific action items, identifying who is responsible for each task, and setting deadlines. These carefully kept records are crucial for legal compliance, corporate governance, and providing a historical account of the company's direction and accountability to shareholders.

• Think about the "Local Animal Shelter's Volunteer Committee" meeting, where members are planning their annual adoption drive. The recording secretary for this committee writes down all ideas proposed for the event, the budget allocated for supplies, volunteer assignments, and the timeline for various tasks like advertising and setup. Her notes ensure that all committee members have a clear, shared understanding of the agreed-upon plan and individual responsibilities, which helps prevent misunderstandings and ensures the smooth execution of the adoption drive.