Secretary

Shannon Herron, LCSW, RPT-S™ serves as our board Secretary. She is responsible for accurate and sufficient documentation through recording the minutes of all monthly TNAPT board meetings. She also establishes our board schedule and organizes all TNAPT documents. 

Duties Include:

  • Attend all board meetings or appoint a substitute if necessary to document meeting minutes

  • Maintain the official records of TNAPT, including approved meeting minutes, bylaws, policies, and governance documents.

  • Maintain a secure archive of organizational documents in electronic and/or physical formats.

  •  Prepare and distribute  meeting agendas, notices, and supporting materials.

  • Gather agenda items from board members at least one week prior to scheduled meetings and develop an agenda for the President to review. 

  • Maintain attendance records for Board meetings and monitor quorum requirements.

  • Track Board motions, votes, and action items to ensure accurate documentation and follow-up.

  • Maintain an updated roster of Board members, committee chairs, and committee assignments.

  • Ensure official organizational records are retained in accordance with TNAPT policies and applicable nonprofit requirements.

  • Coordinate Board elections and maintain election records as outlined in the bylaws.

  • Assist with updating governing documents, policies, and procedural manuals as approved by the Board.

  • Provide copies of official records and governing documents to Board members as requested.

  • Facilitate an organized transition of all records, passwords, and documents to the incoming Secretary.

  • Record and distribute meeting minutes in TNAPT google drive within 3 days of meeting

  • Collect revisions and maintain approved records

  • Store and maintain official documents in TNAPT’s designated cloud system

  • Organize board meeting schedules one year in advance and distribute to board members

  • Serve as a point of contact for TNAPT members for TNAPT documentation 

Governance Responsibilities

  • Ensure compliance with TNAPT’s  bylaws regarding meetings, voting procedures, and official records.

  • Maintain the integrity, confidentiality, and accuracy of TNAPT records.

  • Assist the President in monitoring Board action items and organizational deadlines.

  • Support effective communication among Board members by maintaining organized documentation.

  • Preserve the historical record of  TNAPT for future leadership.

Email: Secretary@TNA4PT.com