| JOB DESCRIPTION: SECRETARY Records the minutes of all meetings of NPANA and the Board of Director. Submits copies of all minutes to the Board of Directors. Responsible for maintaining a current membership roster. Serves as the official correspondent to ASPAN Advised ASPAN of any changes in NPANA bylaws Advises ASPAN of new officers Duties and responsibilities 1. Attend all Board and General Membership meetings. 2. Use NPANA letterhead on all correspondence. 3. Keeps accurate NPANA membership data as reported by ASPAN 4. Reports membership data (total number, new members) at Board and General Membership meetings. 5. Send copies of minutes to each Board Member for review and approval within two weeks of each meeting (this may be done by e-mail if applicable) 6. Keep copies of all minutes of the Association 7. Send correspondence as requested by the Board with a copy filed 8. Assist with conference registration 9. Provided the Board with a current membership roster (at each BOD meeting) 10. Maintain list of contact persons for individual districts 11. Provide districts with membership lists, sorted by zip code. 12. Maintains accurate list of Honorary Members 13. Send welcome packets to new NPANA members as indicated from ASPAN rosters Packet to include: Welcome letter Copy of NPANA bylaws Copy of the most recent Off the Cuff 14. Send a copy of minutes to the editor of Off the Cuff (this may be via e-mail, or disk 15. Supplies mailing labels or disk of membership with addresses sorted by zip code for Off the Cuff mailings Deadlines are Feb 1, June 1, and Oct.1 OTC Editor has a facilities disk. 16. Maintains Evergreen Club program, reporting activity to NPANA. Check application for accuracy, send certificate to member, keep log of those receiving the award. 17. Supply mailing labels or membership disk for Conference brochure mailings. 18. Notify ASPAN and NPANA Web Master of new officers with addresses and contact information. 19. Prior to Spring Conference, prepare for Ruth Foster award. NPANA members with 5years of membership are entered in a random drawing for this award. See the award description for details. Notify winner by letter. 20. Prior to Spring Conference, contact ASPAN for list of those members who recruited new NPANA members for the previous calendar year. Name the member with the most recruits as “NPANA Recruiter of the Year” by reporting to the Board and sending letter to the winner. 21. Submit expenses on the appropriate reimbursement form to the Treasurer. 22. Word-process any documents that are edited by the Board, make copies for distribution to the Board at the next meeting. 23. Notify Jean Sutton award winners as appropriate. Reviewed and Revised: January 22, 2005 |