[reccom] Secretary possition and division of labor

[Milt Moody]

Greetings,

As the Records Committee webmaster I'm willing to continue helping out with the Secretarial duties if that is the desire of the present records committee members and the new Secretary.  We'll have to ask Eric if he is willing to continue acting as Archivist.

I've outlined the "division of labor" for the Secretarial duties under which we're presently working.  This can be used to help decide who would be a good candidate for the Secretary job and possibly as an outline you could possibly present to someone you might want to nominate for the position.  (If the new secretary wants to assume some (or all) of the duties now performed by the webmaster or the archivist, he or she is welcome to do that or negotiate a new system).

I hope we can find someone who can keep the program moving forward and can improve relations with the birding community especially through publications such as the UOS journal, the state checklist and the listservs. (Just to slip in my own opinion here).

Good luck with this important endeavor,
Milt


Utah Bird Records Committee
Division of Labor for the Secretary Job

Secretary:  (Almost everything is done through the RecCom listserv–reccom at uthabirds.org).
- Attend the UOS board meetings representing the Records Committee
- Write yearly committee report for the UOS journal
- Assign articles for the UOS journal
- Remind people to submit sight records for “review species” that have been reported
- Make sure things are moving along the way they should – voting on time, etc.
- Manage proposals  (Post proposal, have discussion and conduct a vote)
- Manage periodic projects like updating the checklist
- Conduct elections  (Open nominations, announce nominees, conduct the vote)
- Schedule and conduct board meetings (?) (from bylaws - most work is done through 
	the internet)
- Keep minutes of the meetings (according to the bylaws)


	Projects now underway:
	- Proposal to eliminate term limits and for two-year terms 
	- Proposal to eliminate the “higher requirements” for first state records
	- Update and publish new checklist	
	- Out of range or season list that was accepted by the committee needs to be refined 
	   and finalized and possibly added to the bylaws.
	- Write summaries for completed records on summary pages


Webmaster: (Milt - this is an appointed job not specifically included in the bylaws)
- Create voting forms for elections and proposals
- Receive and post sight records
- Receive and post votes and comments (share 1st round comments with the sec.)
- Create voting forms for elections and proposals
- Maintain records archives with the help of the archivist
- Maintain the listserv (RecCom at utahbirds.org)
- “Furnish to anyone, upon request, any accepted or rejected bird record with all 
	evidence, including committee comments.”  (from sec. responsibilities, from bylaws)


Archivist: (Eric - this is an appointed job not specifically included in the bylaws).
- Maintain the official sightings list
- Maintain the comprehensive sighting list (includes sightings reported to the records 
	committee and  sights from the hotlines NOT reported to the records committee)





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