Skip to end of metadata
Go to start of metadata

You are viewing an old version of this page. View the current version.

Compare with Current View Page History

« Previous Version 4 Next »

ARTICLE VIII: SECRETARY

The Secretary shall maintain a current list of verified members of the organization; individual members may review and revise their own member record, otherwise the secretary shall be responsible for maintaining the confidentiality of membership list names and contact details. The secretary shall also maintain minutes of all meetings and all files and administrative records of the organization, making them reasonably available for membership review.

DACN Bylaws, DA-China-Bylaws-Rev-2019.pdf

Background

In May 2017, I was the first secretary elected to the Leadership Board of Democrats Abroad China (DACN). After operating informally for years, Ada Shen and Rich Welch worked to establish an official Country Committee (CC) in China before they both departed the country (Ada to France and Rich back to the US). Democrats in China were finally recognized by Democratic Party Committee Abroad (DPCA) and granted the right to participate within the Democratic National Committee (DNC).

As secretary, I followed the established rules for maintaining the membership list, meeting minutes, and administrative records for DACN. I also requested access to the DPCA wiki, in order to help make meeting minutes, bylaws, and other administrative documents available to our members. Not every CC uses the wiki this way, and it is not a requirement, but it does fulfil our obligation to make the records available to our members.

Wiki. The DACN secretary makes meeting minutes, bylaws and other records available to our members on the DPCA wiki. In accordance with the Confidentiality Agreement (CA), member data cannot be shared here. For access to edit the wiki, contact the Wiki Admin Merrill Oates -HU, Wiki.

Membership List

An ongoing duty of the secretary is maintain the membership list. New members join Democrats Abroad through the signup form on the website and then their information is sent to the membership database. As the database administrator for China, the secretary receives an email notification each time a new member joins.

Nationbuilder. The DACN secretary must log-in to the database with the shared country account (username: info-china@democratsabroad.org) and process each new member. From the dashboard, click on the name and then send a welcome email while also verifying their membership. Only after they are verified can they receive our email blasts – from DACN, DPCA, or any of the Caucuses they have joined.

signups and is prompted to confirm their membership and send them a welcome email. is made available to the Nationbuilder administrator according to which country they live in. The DACN secretary is the Nationbuilder administrator for all DACN members and can access the database.

Record Keeping:

  1. Membership list - newly joined and updates

  2. Leadership roles, committees

  3. Meeting minutes and materials, bylaws

Tasks:

  • Update wiki with current leaders, next meeting, meeting minutes, and current bylaws.

  • Notify DPCA International Secretary on issues of country committee compliance.

  • Create lists and design email blasts

  • Create WeChat forms for signups and fundraising

  • Publish events and news to website

Tools

  • Mobilize - internal comms for DPCA leaders

  • Wiki - internal comms for DACN members

  • Nationbuilder - member list, indicate leaders, send emails to members, manage RSVPs for events (use shared DACN login)

  • Website - publish events and news (also part of Nationbuilder but use personal login)

  • MikeCRM - China-friendly signup forms

  • No labels