Participate on the Board of Directors as School Chapter or State Association Secretary

A key role in  governance is taking and maintaining the minutes of the association.  Minutes serve as a legal document and serve as a chronology of the history of the association.  The specific requirements are available in templates and there are standards and guidelines that must be followed.  NSNA constituency status requirements include submission of state association minutes annually. Serving in this role requires meticulous attention to detail, understanding of the legal ramifications of decision making, and both spelling and grammar count!

 Secretary Role & Activities

  • Serve as a member of the chapter's Leadership Team (i.e., Board of Directors/Executive Board);
  • The secretary keeps the minutes of the meeting;
  • If the president and vice presidents are absent, unless otherwise indicated in the bylaws, it is the duty of the secretary to call the meeting to order and preside at the election of a chairman pro tem;
  • Place in the minutes what was done by the assembly, not what was said or opinions expressed;
  • The secretary is usually responsible for calling roll and determining whether or not a quorum is present.
  • The secretary should always provide the presiding officer with the agenda for the meeting and a copy of the minutes (in some cases, the presiding officer will prepare the agenda and distribute copies to those attending the meeting).
  • Copies of resolutions, motions, documents and recommendations should be printed exactly as originally submitted, with complete accounts of all action taken by the assembly in regard to the resolution or recommendation. 
  • Incorporate the 4 signposts of Professional Identity  in Nursing into your leadership formation.
    1. Ethics and Values: Help secretaries incorporate NSNA’s Core Values and Code of Ethics beginning at the NSNA chapter level and into the nursing profession.
    2. Knowledge: Become knowledgeable in a professional secretary role required of a nursing leader in a Trustees’ or Board of Directors’ capacity.
    3. Leadership: Prepare students with the leadership skills needed to be a nurse leader.
    4. Professional Comportment: Foster nursing students to think, act and feel like a professional nurse.
Click here to download the Guidelines for Planning for Recording and Corresponding Secretaries

By participating in NSNA Secretary project, you will be able to:

  • Understand the role of the Board of Directors as a state elected officer by the House of Delegates.
  • Demonstrate an understanding of the fiduciary responsibility and accountability of the Board of Directors.
  • Develop skills for effective group work
  • Define the role of the volunteer within the team structure.
  • Demonstrate an understanding of the complex role organizations play in the profession and in society.
  • Contribute to your professional identity in nursing formation.
  • Develop enhanced capacity for leadership; develop personal vision for the future of the profession

Secretary Learning Objective Guidelines

These are general guidelines: Refer to state and/or school association bylaws for specific details pertinent to the role of secretary in your state and/or school association. 
 
The secretary shall:
  • Record all meetings of the Board of Directors and the Membership Business meetings;
  • Share a draft of meeting minutes with the president for review prior to releasing to the Board of directors;
  • Verify that all Board members are current members of NSNA;
  • Maintain accurate roster of board members contact information;
  • State associations are required to upload an electronic copy of approved, signed Board meeting and Annual Business Meeting minutes at  www.nsna.me/nsnastatemin . Attachments (i.e. treasurer’s report; any written reports; etc.) must also be included with the minutes;
  • Draft and finalize correspondence as directed by the president;
  • Assist the president to draft meeting agendas and distribute to Board or voting body (i.e. House of Delegates);
  • Add other duties as reflected in state association bylaws and policies or as directed by the president and the Board of Directors.