Secretary

The duties of the Unit Secretary are administrative, and she occupies a pivotal position around which all the activities of the Unit revolve. She should e efficient and well-informed on all phases of Unit, Department, and National activities and requirements and be capable of giving authentic information on organization matters. 

The Unit Secretary:

1. Makes a record of all business transacted at each meeting, and of the executive board and presents her minutes for approval at the next meeting.
2. Counts a rising vote when requested by the president.
3. Prepares for the use of the presiding officer a statement of unfinished business to come before the meeting.
4. Has on hand for reference at each meeting a list of the names of members of all standing committees, a copy of the local Bylaws, and correspondence sorted for reading.
5. Is responsible for forwarding all name and address change to: Department Headquarters. Receipt of National News by Unit Members is dependent upon her efficiency in discharging her responsibilities.

Minutes

In writing the minutes, the following outline is generally used:

1. Kind of meeting-regular or special
2. Name of Unit, etc.
3. Date, place and hours of meeting.
4. The President and Secretary present (or, in the absence of regular officers, their substitutes. 
5. Statement concerning the minutes of the previous meeting - whether they were approved or corrected or their reading was dispensed with.
6. All motions (except those withdrawn); points of order, whether sustained or lost; and the name of the member who introduced the main motion.
7. Hour of Adjournment.
8. Program topic; method of presentation; names of participants; and important points covered.  

A loose-leaf binder especially designed for keeping uniform minutes may be obtained from National Headquarters at a nominal cost. Minutes may be neatly typewritten and then inserted in the binder. All officers' reports and committee reports should be included in the minutes to ensure their being made a permanent record.

Permanent Files

The permanent files should include the following:

1. The Unit charter and charter roll.
2. Complete membership lists for every year.
3. Individual membership applications, filed alphabetically, for everyone who is or has ever been a member of the Unit.
4. Complete record of members lost by death, transfer, nonpayment of dues, resignation or expulsion.
5. Record of individual member identification numbers.
6. Complete file of organization publications, bound by years, including the American Legion Auxiliary National News, The American Legion Magazine, and local Legion and Auxiliary publications.
7. Complete file of Department bulletins arranged by subject.
8. Unit, Department and National Constitution of both Legion and Auxiliary.
9. Latest edition of emblem catalog.
10. Correspondence file, including all letters received and copies of replies.

If the Unit records are not complete, efforts should be made to secure the missing items from Department and National Headquarters.  

Supplies such as Handbooks, Manuals of Ceremonies, individual membership applications, Member Data Forms, etc., may be secured though each Department Headquarters and should be kept on hand at all times.