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?