Quick takes on secretarial duties

As COLD Secretary from Fall 2020 through Spring 2022, here were my primary responsibilities:

• Put out the call for meeting agenda items and organized these items on a Google Document.

• Worked with the chair on prioritizing agenda items, confirming times certain, and communicating when agenda items had to be pushed to future meetings.

• Established meeting agendas in Confluence and distributed these agendas to COLD in advance of the meetings.

• Collected committee reports and loaded them into COLD/Exec agendas.

• Took meeting notes. I used the same document for agendas and for notes and took notes in real time so the notes were available ASAP and this task wasn’t hanging over me. Your style may vary, but this was the only way I could be successful. There are templates in Confluence you might find helpful, if you go this route.

• Confirmed when meeting notes needed to be confidential and documented them elsewhere.

• Communicated meeting notes and incorporated changes.

• Helped the chair with timekeeping in meetings.

• Assisted with vote-counting in meetings.

• Served as Zoom host or co-host, helping COLD members with Zoom issues and muting members as needed.

• Ensured approval of minutes was agenda-ized for COLD Exec.

• Managed surveys and elections, sending out Qualtrics or Google polls, email, etc. and establishing timelines and parameters for COLD participation.