District 11SR SR Polices

• All units must submit their minutes via the "Record of Meeting" template (available under the "Resource Material" drop-down list on the right)
  
• Paper minutes or 7017 will no longer be accepted
  
• All "Record of Meeting" must be submitted electronically via the District Electronic Document Control System
  
• Once submitted the "Record of Meeting" will be retrievable, searchable and viewable via the District Electronic Document Control System
  

SO-SR Duties

• Be responsible for the recording and subsequent publication of the minutes of the
• Division when it meets in official sessions.
  
• Maintain close liaison with the District and Flotilla Secretary/Records Staff Officers.
  
• Maintain a current record of Division Officers, committee assignments and such other appointments as may be made by the DCDR.
  
• Maintain a current list of Flotilla Officers and Staffs.
  
• Maintain such other records as may be required to ensure the correctness and continuity of administration.
  
• Be prepared to assist the Flotillas with any workshops, seminars and training sessions called, particularly those for the training of elected and staff officers.
  
• Take positive steps to ensure that the FSOs-SR are well trained. Conduct whatever workshops and/or training program(s) may be necessary to ensure that District policy is followed in your program.
  
• Initiate and maintain contact with the DSO-SR.
  
• Assume staff responsibility for matters pertaining to administrative and personnel reporting.
  
• Maintain a copy of the correct Alpha listing, and cooperate with the Information System Staff Officer, as required, in ensuring the members records in AUXMIS are correct.
  
• Maintain a copy of the Division Standing Rules and other records as may be required to ensure the correctness and continuity of administration.
  
• At least twice a year, communicate with all FSOs-SR to remind them of the proper distribution for the Flotilla Minutes. A mailing should also be sent as an introduction prior to the start of the year, with any directions, procedures and reminders that may be necessary to start new FSOs-SR off in the right direction.
  
• Conduct ballot by mail when so directed.
  
• Prepare and mail notices of all Division Board meetings.
  
• Prepare correspondence for signature of the Division Commander.
  
• Submit articles to the Division Publication when deemed necessary to keep the Flotilla members within the Division informed or when requested.
  

FSO-SR Duties

• Act as Secretary for the flotilla.
  
• Maintain close liaison with the Division Secretary/Records Staff Officer (SO-SR).
  
• Be responsible for the recording and publication of the minutes of the flotilla when it meets in official sessions.
  
• Maintain a current record of flotilla officers, committee assignments and such other appointments as may be made by the FC.
  
• Maintain a current list of division officers.
  
• Maintain such other records as may be required to ensure the correctness and continuity of administration.
  
• Maintain a historical record of the flotilla and forward it to the District Historian each year.
  
• Assume staff responsibility for matters pertaining to administrative and personnel reporting.
  
• Maintain a current roster of flotilla members. Maintain a copy of the division and flotilla Standing Rules and other records as may be required to ensure the correctness and continuity of administration.
  
• Submit articles to the unit publication when deemed necessary to keep the membership informed or when requested.
  
• Maintain mailing lists for all members, members-in-training and prospective members.
  
• Make a monthly mailing of the flotilla meeting notice, with meeting agenda, to all categories of members.
  
  

Proper Naming Convention

Use the proper naming convention for all uploaded records:

YYYY_MM_UNITXX
YYYY = Four digit year. ex: 2007
MM = Two digit month. ex: 05
Unit= Four digit unit number. ex: 1600 (Div 16) or 1604 (Div 16 Flt 04)
XX = MM for "Record of Meeting" (Meeting Minutes)

Example: 2008_01_1600MM

How to Upload

An Electronic Document Control System has been set up for all record required to be maintained by the units in the District files. On this secure server each unit has their own folder.

Submitting "Record of Meeting" is very easy:

1. Save your "Record of Meeting" with the proper naming convention


2. Select your unit number from the "Upload Records" drop-down list in the right


3. A new window will open


4. Click "Add Files..." to locate the Minutes you want to submit


5. Find and select the file from your computer


6. Click "Open"


7. Your file will be listed on the page


8. Select "Upload"


9. Once the file uploaded you will get a "File Drop Successful!" message