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 Twomblycltwombly@aol.com