Secretary

Overview of Responsibilities:

The Secretary shall keep, or cause to be kept at the National Office, a book of the minutes of the meetings of the Association and the Executive Board. The Secretary shall also keep, or cause to be kept at the National Office, the Charter of Incorporation, Bylaws, Seal of the Association, the membership roster of active and inactive members, and shall, in general, perform all duties incident to the office of Secretary and such other duties as the Executive Board may prescribe. In addition to the above duties, the President may appoint the Secretary to other newly formed or continuing work groups to assist with the continued implementation of the Strategic Direction.

Selection Guidelines:

• Shall be elected by and from the active membership of the Association for a term of two (2) years, alternating with the Treasurer. Election shall be in the odd years.
• Have knowledge of parliamentary procedures
• Have served as a chapter board member, national committee of NAPNAP, or other local or national organization

Time Requirement:

• One (1) day Orientation Meeting the last weekend of June the first year elected.
• Three (2 – 3) day Executive Board Meetings per year (one meeting in the fall, one held in conjunction with the NAPNAP Annual Conference and a 2 day June Board Meeting following the New Board Orientation meeting).
• One annual Strategic Planning Meeting usually held in conjunction with the Fall Board Meeting.
• Regularly scheduled conference call with the Executive Board. (Approximately one hour in length, held every 2 – 3 months when there is not an Executive Board Mtg.)
• Participates in regularly scheduled Executive Committee Conference Calls (4 - 5 per year).

Primary Functions:

1. Serves as a voting member of the Executive Committee and the Executive Board.
2. Attends and keeps minutes of the meetings of the Association including but not limited to:
   • Conference Call Meetings
   • General Sessions of the Executive Board
   • Executive Sessions of the Executive Board
   • Strategic Planning Retreat
   • Annual Business Meeting of the Association
   • Any special sessions or meetings called by the president
3. Records, types or has typed, reviews the minutes of all meetings with the assistance of the National Office.
   • Sends a draft to the Executive Director and President for review.
   • After review and corrections are made, sees that the National Office Manager of NAPNAP distributes the minutes to all Board members and designated recipients.
   • Maintains copy of all minutes of the past four years in the Secretary’s Book. Instructs the National Office Manager of NAPNAP to maintain an official copy of all minutes in the National Office Archives.
4. Participates on the following standing committees and other committees or task forces as appointed by the president:
   • Executive Committee
   • Strategic Planning Committee
   • Awards Selection Committee for:
     • Henry K. Silver Award
     • Loretta C. Ford Distinguished Fellow Award
5. Acts as parliamentarian of the Executive Board and Business Meetings.
6. Submits Reports for Annual Activities as follows:
   • Provides input in the development of the annual budget (August)
   • Annual Activities/Goals and Time Table for the Strategic Plan (September)
   • Written or verbal report on activities for the Executive Board Meetings (Due Fall, Spring and Summer)
   • Provide input to the Annual Budget or New Budget Proposals. (Due Fall)
   • Written Annual report for the General Business Meeting (Due February)
7. Serves as a role model and provides positive mentoring experiences for potential future NAPNAP leaders.

Approved by Executive Board April, 2007.