The secretary should have at each meeting:

• Agendas
• Minutes from past meetings
• Bylaws
• Standing rules
• List of board members and their contact information
• Membership list
• Paper
• Calendar
• Paper for ballots
• Motion blanks or paper for motions
• Pencils, pens

The secretary can mail or e-mail the minutes of the last meeting to the board members, or have copies for them to read at the meeting. After giving time for the board members to read the minutes, the president should ask if there are any corrections to the minutes. If so, the secretary should record the changes. The president then states that the minutes are approved as corrected. If there are no changes to the minutes, the president should state that the minutes are approved as written. The corrections should be inserted manually; corrected minutes do not need to be re-typed.