Role of the Secretary
Carol Twombly, MSN, RN2018 TxENA Secretary
Objectives
• Role of the Secretary• ENA resources
- Taking minutes- Record Retention- Organization
• TxENA resources• Recommended reading
Role of Secretary
• Keep official records of organization• Act as a reference for Board• Be familiar with local, State & ENA Bylaws,
SOPs, Policies, etc. • Monitor compliance to ENA, State &
Chapter policies / procedures• Maintain compliance & legal requirements• Ensure informed membership
ENA’s Secretary’s Manual
TxENA Secretary• Maintain member / attendance rosters • Record / distribute business minutes • Maintain TxENA records – Retention Policy• Safely transfer all records
• Perform duties as requested by President
• Maintain TxENA Bylaws and SOPs • Maintain TxENA correspondence
• Liaison with assigned Chapters
• Keep accurate record of Chapter attendance at TxENA meetings
TexasStandardOperatingProcedure:www.texasena.org
Maintenance• Distribute / post notices of meetings• Prepare the agendas for the President• Prepare / distribute minutes of meetings• During meetings:
– Take role call and votes– Acknowledge guests– Read motions prior to voting– Record motions & out comes– Create / maintain action list
Maintenance (cont.)
• Manage Chapter / member correspondence• Adhere to ENA brand and style guidelines• Prepare reports - Strategic plan / project status• Maintain historical records• Transition organization records• Assist with the completion of Annual Report• Partner with Board to ensure documents are
current• Help review / access member data – Online
Management System
ENA’s Secretary Manual
Tips / Hints• Keep a record of the specific duties completed• If you manage the newsletter, asking for
volunteers to write articles or work with web content
• If you are the secretary / treasurer - study the Treasurer’s Manual
• Electronic files are recommended • Use a cloud-based file sharing site for the storage
and transfer of files • Maintain a ‘Destroyed Records Log’ • Attend meetings to observe actions of the
secretary
ENA Resource Material
Officer Orientation Resources for new leaders As state council and chapter leaders, you are liaisons to your ENA members and a representative of the Emergency Nurses Association. It is important that you are familiar with your duties and responsibilities as a leader. The manuals here will help you fill your leadership role.
Officer Manuals Treasurer's Manual Presidents-Elect Manual President's Manual Secretary's Manual
Orientation Materials State and Chapter Leaders Webinar Recording - Smooth Transitions State and Chapter Leaders Webinar Presentation - Smooth Transitions Officer Transition Checklist State Council Trauma and Pediatric Chair Role Description State Council Membership Chair Role Description State Council IQSIP Chair Role Description State Council Fundraising Chairperson Role Description State Council Government Affairs Chair Role Description
State and Chapter Leaders Orientation The State and Chapter Leaders Orientation is a leadership development event designed specifically for incoming core officers* including: president, president-elect, secretary, treasurer, and secretary/treasurer. This Orientation provides the knowledge, leadership, and networking opportunities these positions need to effectively manage their roles for their term.
SCLO www.ena.org
Taking Minutes
• How much do you put in??– Agenda– Concise– Key Business – Motions – Results of votes– Action items– Use templates
Templates
• ENA Brand Center
TEXASENACOUNCILFIRSTQUARTERMEETINGAGENDA
TexasENAStateCouncilMeeting
Seabrook,TexasFebruary10,2018
BoardMembersStevenJewell,PresidentMelanieAluotto,President-ElectCarolTwombly,SecretaryDanDiDonato,TreasurerPollyJohnson,Treasurer-ElectJodyBauer,DirectorCrissieRichardson,DirectorMarciaFuller,Past-PresidentBarryHudson,Parliamentarian
AGENDA
Saturday,Feb.10,2018:0900a.m.–4:00p.m.(WorkinglunchprovidedbyENA)
(15Minutes)
1. CalltoOrder..................................................................................................StevenJewell
2. Invocation.....................................................................................................BarryHudson
3. ReviewofRobertsRulesofOrder..................................................................BarryHudson
4. OfficialDelegateCount………………………………………………………………………..…………..BarryHudson
5. ApprovalofAgenda(Voterequired)………………….…………………………………………………..Delegates
6. ApprovalofMinutes:(Voterequired)…………………………………………………….………………Delegates
A. October13,2017MeetingMinutes
7. GeneralIntroductionsA. NationalBoardMembersPresentB. PastStatePresidentsC. CommitteeChairsD. ChapterDelegates
Required Policies
• Conflict of Interest• Record Retention• Document Destruction• Investment• Travel Reimbursement• Chapter Creation / Dissolution
Organization
• Nomenclature• Record storage
– ‘Cloud’– Electronic– Paper
• Access
TxENA Resource Material
https://txena.org/resources/
Recommended Reading
Recommended
• Robert's Rules of Order, 11th Edition• Robert's Rules of Order - Newly Revised
In Brief www.robertsrules.com
• A Great Meeting – Snippet List– One-page article focused on leadership,
meetings, or parliamentary procedure. Released 1st of every month.
www.agreatmeeting.com/library/snippet-niche/
A Great Secretary
References
• ENA Officer Orientation https://www.ena.org/membership/get-involved/state-and-chapter-leader-area/officer-orientation
(includes the Secretary Manual)
• ENA Brand Center https://www.ena.org/membership/get-involved/state-and-chapter-leader-area/ena-brand-center
• TxENA Resources: https://txena.org/resources
Questions?
Carol [email protected]