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Role of the Secretary
Carol Twombly, MSN, RN
2019 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
Texas Standard Operating Procedure: 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
TEXAS ENA COUNCIL FIRST QUARTER MEETING AGENDA
Texas ENA State Council Meeting Seabrook, Texas
February 10, 2018 Board Members Steven Jewell, President Melanie Aluotto, President-Elect Carol Twombly, Secretary Dan DiDonato, Treasurer Polly Johnson,Treasurer-Elect Jody Bauer, Director Crissie Richardson, Director Marcia Fuller, Past-President Barry Hudson, Parliamentarian
AGENDA
Saturday, Feb. 10, 2018: 0900 a.m. – 4:00 p.m. (Working lunch provided by ENA)
(15 Minutes)
1. Call to Order .................................................................................................. Steven Jewell
2. Invocation ..................................................................................................... Barry Hudson
3. Review of Roberts Rules of Order .................................................................. Barry Hudson
4. Official Delegate Count………………………………………………………………………..…………..Barry Hudson
5. Approval of Agenda (Vote required)………………….…………………………………………………..Delegates
6. Approval of Minutes: (Vote required)…………………………………………………….………………Delegates
A. October 13, 2017 Meeting Minutes
7. General Introductions A. National Board Members Present B. Past State Presidents C. Committee Chairs D. Chapter Delegates
Required Policies
• Conflict of Interest
• Record Retention
• Document Destruction
• Investment
• Travel Reimbursement
• Chapter Creation / Dissolution
Organization
• Nomenclature
• Record storage
– ‘iCloud’
– 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(includes new Chapter logos)
• TxENA Resources: https://txena.org/resources
References cont.
• Roberts Rules of Order, 11th ed. and ‘Revised in Brief’
www.robertsrules.com
• Parliamentary Procedure Information:
www.jimslaughter.com
• ‘A Great Meeting – Snippets List’
www.agreatmeeting.com/library/snippet-niche/
Questions?
Carol Twombly
secretary@txena.org
cltwombly@aol.com
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