I. an Elective Office - Elected at Large from Membership in Each Even Numbered Year

SECRETARY

I. An Elective Office - Elected at large from membership in each even numbered year.

II. Eligibility Requirement

A. Must be a member of NN2 in good standing at the time of nomination.

B. Must be willing to serve as Secretary for two (2) years.

III. Term of Office

A.  Two (2) years beginning at the conclusion of the annual meeting.

B.  In the event of vacancy or resignation of the Secretary, the office will be filled by majority vote of the remaining Board of Directors. Any person filling the vacancy shall serve until the expiration of the term of the original elected Secretary.

C.  Removal from office will occur for cause by a vote of not less than two thirds by the Board of Directors.

IV. Duties and Responsibilities

The Secretary shall:

A. Serve as a member of the Board of Directors.

B.  Attend all meetings of the Board of Directors.

C.  Send all copies of official meetings three (3) to four (4) weeks prior to the meeting (unless otherwise stated- see below). These include, but are not limited to,

1. All meetings of the Board of Directors.

2. Annual Board of Directors Retreat .

3. Annual Business Meeting. Notification of the general organizational membership is required at least sixty (60) days prior to the meeting date. This notification will be included in publications and assignments of the Annual Meeting in cooperation with the Conference Coordinators.

D.  Record and prepare minutes of all meetings of the Board of Directors. The minutes

should minimally include:

1. Title of meeting (Fall Board meeting, Retreat, etc.).

2.  Place of the meeting.

3.  Date of the meeting.

4.  Time meeting convenes and adjourns.

5.  Board members present and absent.

6.  Names of any guests in attendance.

7.  Agenda for meeting (prepared by President)

8.  Summary of any discussion on agenda items.

9.  Any direction or assignments given by the Board to committees,

individual members, Board members, etc.

10.  All motions stated verbatim, the name of the individual who articulated

it, and summary of any discussion. Likewise, the outcome of the motion entered as “Motion carried”, “motion defeated”, or “motion continued.”

11.  Summary of all motions and actions taken.

12.  Include all attachments, any handouts, materials, etc. submitted

during the meeting.

13. Prepare a draft of the minutes within four (4) weeks for editorial review by the President and two (2) other Board members.

14.  Make any needed corrections needed.

15. Make a copy of the minutes and distribute to each officer and Board

member within sixty (60) days after the close of the meeting.

B.  National Network Annual Business Meeting

The Secretary shall:

1. Record and prepare minutes of all Business Meetings .

2. Submit minutes from last Business Meeting to the general membership for approval.

3. Type a summary of the Business Meeting. The summary shall serve as the official, legal minutes of NN2. These minutes may be required by the Internal Revenue Service for review. The minutes should minimally include the following:

a. Title of meeting

b. Place of the meeting.

c. Date of the meeting

d. Time meeting convenes and adjourns.

e. Reports of officers, Committee Chairs, guests, etc. These reports need not be given in detail, and if a written report is submitted, the words “written report” may be entered. All written reports should be attached.

f. All motions stated verbatim (correct the grammar and spelling) and the name of the individual who introduced the motion. Any discussion need not be entered into the minutes (enter the words, “discussion followed”) unless during the discussion the intent of the motion needed clarification. The clarification of the motion’s intent should be entered into the minutes. The outcome of the motion should be entered as “motion carried” or “motion defeated”. The vote of the motion is recorded on the motion sheet itself and need not be entered into the minutes UNLESS any officer or board member requests that his/her vote be recorded.

g. Summary of all motions and actions taken.

4. Prepare a draft of the minutes within four (4) weeks for editorial review by the President and the Board of Directors.

5.  Make any needed editorial changes and mail a copy of the minutes to

each member of the Board of Directors within sixty (60) days of the close of the meeting.

6.  Send a copy of these minutes with a summary of actions and motions to the Executive Director for inclusion in the next issue of the NN2 newsletter and for placement on the NN2 Website.

C.  Maintain Active Association Files (Inactive files are archived by the Executive Director) to

include:

1.  Copies of minutes for previous two (2) years of all official NN2

meetings.

2. An updated list of all committee members, date of appointment, and term of appointment.

2.  A list of elected officers and board members, date of election, and term

of office.

3.  File copies of secretarial correspondence for two (2) years.

4.  A file copy of all written reports presented at official Business Meetings

for the previous two (2) years.

5.  File of all active contracts entered into by the organization.

D.  Serve as a Board Liaison to any assigned committee of NN2.

V.  Reimbursable Expenses

A. Expenses of the Secretary for travel to NN2 activities or to assigned by the President as an official NN2 representative are reimbursable.

B.  Travel reimbursements will be made by submitting the NN2 Travel Reimbursement Form and all receipts to the Treasurer for payment.

C.  Other expenses incurred to conduct approved business of the National Network (phone, postage, equipment, etc.) will be reimbursed by NN2 upon written request to the Treasurer based on line item budgeted funds.