Secretary

Authority:

The Secretary is elected by the members of the Association in accordance with the By-Laws, and is responsible and accountable to the President and Board of Directors.

The Secretary is third in command of the Association. The Secretary is empowered and authorized to maintain the official records of all Association activities, except for historical records and financial affairs.  

Duties and Responsibilities:

• Attend all Board of Directors Meetings

• Attend the entire Annual Conference and State Contract Workshop

• Conduct correspondence of the Association, including notification to the membership of all meetings and any other necessary information.

• Notify all officers of their election in writing, and include a current copy of the Officers' and Committee Chairmen’s Guidelines to each.

• Record and prepare minutes of the proceedings of all Board of Directors meetings. Provide President with draft copy for review, comment, and final approval. Mail approved minutes to all Board of Directors members within one (1) month after each meeting. Minutes are not to be prepared verbatim. Sandra Bourhan (561) 640-4000 has been our official transcriber since approximately 1990.

• To ensure meeting Minutes are transcribed accurately and properly reflect actions taken by the Board as well as all discussions held, it is extremely helpful to the transcriber if the following are supplied:

1. Tapes properly identified (date, tape number, & side number.

2. Meeting agenda

3. Secretary's notes

4. Attendance sheet

5. All handouts provided at the meeting

• Prepare and publish a MONTHLY newsletter. Provide President with draft copy for review, comment, and final approval. Newsletter is to be mailed to all members. Newsletter is to include congratulations for any new certifications, job opportunities, purchasing articles, list of upcoming seminars, seminar registration, etc.

• On a monthly basis, request list of upcoming seminars and seminar information and registration forms from Professional Development Chairmen. Publish in newsletter.

• Notify all Board of Directors members (officers, past-presidents, and committee chairs) of every Board of Directors Meeting at least two (2) months prior to meeting time.

• Be the official keeper of FAPPO records, including the By-Laws, and any other official documents of the Association, ensuring they are current.

• Be the official correspondent of FAPPO. Conduct all correspondence necessary to the business of FAPPO, including notification to the membership of all meetings and any other necessary information.

• Coordinate with previous year's Secretary as needed.

• Any other duties as delineated by the By-Laws or as designated by the President.

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