It is the responsibility of the Secretary to maintain accurate records of the association to include official minutes of the Executive Board, Board of Directors, and Annual meetings; resolutions adopted by the Board; Honorary & retired membership; rotation schedules; and pertinent correspondence.
Routine tasks may include, but are not limited to:
Minutes- Prepare minutes from notes/recordings
- Forward minutes prior to posting to Executive Board for review
- Forward minutes to webmaster for posting once corrections are made
- Prepare letters to welcome members who have been approved as Honorary members
- Annual Calendar
- Executive Board: list of current year officers and representatives
- State Committees: list of current year committees
- District Officers: list of current district officers
- Minutes: Copies of current year minutes and any minutes from last year to be approved at upcoming meetings
- Budget/Financial: copies of current year financial budget and reports, including any proposed budgets not yet approved
- Sponsors: list of sponsors including history of sponsorship and copies of correspondence
- Officer Duties: responsibility listing of each officer position
- Rotation Schedule: rotation listing for officers, annual meetings, and scholarship
- Handbook: updated copy of NCCEAPA handbook
- Awards Criteria: listing of award opportunities and criteria for each
- Honorary Members: chronological listing of honorary members, honorary membership application, and NCCEAPA brochure
- Minutes from all meetings including committee reports, financial reports, and other pertinent information
- Correspondence: copies of all non-confidential correspondence that documents discussions and decisions affecting the association
- District Associations: copies of district presidents' reports
- NCJCEP: copies of all information obtained from NCJCEP - North Carolina Joint Council of Extension Professionals
- State Meetings: In addition to minutes as listed above, program, registration information, etc.
