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Working Papers – Secretary

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

Correspondence

  • Prepare letters to welcome members who have been approved as Honorary members

In the Secretary’s Working Notebook

  • 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

Archive

  • 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.