The position of Secretary
The duties of the office of Secretary are as follows:
The duties of the office begin at the end of the Annual Fall Conference (AFC) and will continue through the January Board meeting following the end of the two-year term of this office.
- to record, write, and disseminate minutes in a timely manner to the Executive Board members
- to manage correspondence, as needed
- to assist, as needed, with professional development offerings of the Organization
- to keep all official full minutes of all Board meetings
- to categorize and maintain a list of all motions passed by the Board
- to maintain and update, as needed, the Executive Officer Duty Manual
The duties of the office begin at the end of the Annual Fall Conference (AFC) and will continue through the January Board meeting following the end of the two-year term of this office.
- Attend all TFLA Executive Board meetings.
- Record minutes at Executive Board Meetings.
- Provide the Historian with a record of all motions approved (at meetings and electronically) by the Executive Board.
- Send copies of Minutes to all Board members and post Minutes electronically in the Executive Board meeting folder of Google Documents immediately following each meeting of the Executive Board.
- Make corrections to all previous minutes, as needed, and repost in the Executive Board meeting folder of Google Documents.
- Assist the Director of Finance and the Director of Technology with on-site registration at the AFC.
- Conduct correspondence, as needed, delegated by the President to the Secretary.
- Assist other Executive Board members with correspondence, as needed.
- Coordinate with the Historian the annual or bi-annual distribution of Officer Manuals (by office), and the TFLA Officer Duty Manual.
- Coordinate a committee of Executive Board members who will conduct a bi-annual review of the Officer Manuals and the TFLA Office Duty Manual.
- In conjunction with the Executive Director, coordinate the annual updates of the official record of the TFLA Constitution and TFLA By-Laws.
- At the end of the outgoing Secretary’s term, pass on all records, calendars and pertinent information to the incoming Secretary immediately following the AFC.
- NOTE: The outgoing Secretary is responsible for recording minutes at the Executive Board meeting held prior to the AFC and at the Executive Board business meeting held at the Saturday AFC breakfast. The incoming Secretary is responsible for recording minutes at the Executive Board meeting held immediately following the AFC.
