1. Role of the Secretary Rhonda Manor-Coombes BSN, RN 2014 TENA Secretary TENA Webmaster

2. Objectives Role of the Secretary Secretary Specific Materials ENA Specific Materials Taking Minutes Specific Policies Recommend Reading

3. 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.

4. Role of the Secretary You are the official record keeper of your chapter. –Minutes –Documents –Policies/Procedures –Legal Documents to

5. 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)

6. 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

7. 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)

8. TX ENA SPECIFIC MATERIALS TEXAS ENA BYLAWS, STANDARD OPERATING PROCEDURES AND STRATEGIC PLANS - CAN BE FOUND ON TEXAS ENA WEBSITE AT WWW.TXENA.ORG - UNDER TEXAS STATE COUNCILWWW.TXENA.ORG

9. 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.

10. Taking Minutes How much to put in?? –Do you include discussion points? –Motions and votes only? Agenda ItemDiscussionMotionVote III. Review and approval of minutes Minutes were amended. Motion to approve November 28, 2010 minutes. Yea-10 Na-1 Abstain-0 Motion passed.

11. Taking Minutes Resources –State council online resource center –State council list serve –Networking

12. Taking Minutes Pearls –Some find columnar format easy to use. –Accurately capture every motion. –Accurately capture votes. Record names of votes?

13. 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

14. Recommended Reading Robert’s Rules of Order Newly Revised 10 th Edition Robert’s Rules of Order Newly Revised In Brief A Great Meeting Needs a Great Secretary

15. QUESTIONS?