Role of the Secretary
Rhonda Manor-Coombes BSN, RN2014 TENA Secretary
TENA Webmaster
Objectives
• Role of the Secretary
• Secretary Specific Materials
• ENA Specific Materials
• Taking Minutes
• Specific Policies
• Recommend Reading
Role of the Secretary• Keep a record of the proceedings of your chapter.
• Record the minutes of the meetings of the chapter meetings and any other proceedings of the chapter.
• To perform all duties required of secretary as outlined in your chapter procedures, Parliamentary Procedures and Common Law.
Role of the Secretary• You are the official record keeper of your
chapter.– Minutes– Documents– Policies/Procedures– Legal Documents
to
Secretary Specific Materials• Obtain and Review the state and chapter bylaws• Obtain and Review the state and chapter
policies and procedures• Officer job description• Goals and objectives from the last year
(strategic plan)
Secretary Specific Materials• Status reports for ongoing projects• Obtain minutes of the meetings of the chapter
meetings and any other proceedings of the chapter from the previous year(s)
• Financial records/budgets
ENA Specific Materials• ENA Bylaws
– http://www.ena.org/about/bylaws/Pages/Default.aspx
• ENA Procedures– http://www.ena.org/statecouncils/reports/Pages/StateToolKit.aspx
– #8 (must be logged in)
• ENA Strategic Plan– http://www.ena.org/statecouncils/reports/Pages/StateToolKit.aspx
– #9a (must be logged in)
TX ENA SPECIFIC MATERIALS
TEXAS ENA BYLAWS, STANDARD OPERATING PROCEDURES AND STRATEGIC PLANS
- CAN BE FOUND ON TEXAS ENA WEBSITEAT WWW.TXENA.ORG
- UNDER TEXAS STATE COUNCIL
Taking Minutes• There is no perfect or right way to take
minutes.
• Minutes are meant to be an objective recording of the events of the meeting.
• Leave emotions out of minutes.
• Try to keep minutes just based on facts.
Taking Minutes• How much to put in??
– Do you include discussion points?– Motions and votes only?
Agenda Item Discussion Motion Vote
III. Review and approval of minutes
Minutes were amended.
Motion to approve November 28, 2010 minutes.
Yea-10Na-1Abstain-0
Motion passed.
Taking Minutes• Resources
– State council online resource center– State council list serve– Networking
Taking Minutes• Pearls
– Some find columnar format easy to use.– Accurately capture every motion.– Accurately capture votes.
• Record names of votes?
Specific Policies• Every state council or chapter should have
certain policies:– Conflict of Interest– Record Retention– Document Destruction– Investment Policy– Travel Reimbursement– Chapter Creation/Dissolution
Recommended Reading• Robert’s Rules of Order Newly Revised
10th Edition
• Robert’s Rules of Order Newly Revised In Brief
• A Great Meeting Needs a Great Secretary
QUESTIONS?