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Secretary “ The Write Stuff ”

Secretary “ The Write Stuff ”. The PTA Secretary. The secretary is responsible for keeping accurate records of all proceedings of the PTA. 3 Types of Meetings. Executive Officer Elected Officers (President, Vice Presidents, Secretary, Treasurer) Board of Directors

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Secretary “ The Write Stuff ”

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  1. Secretary“The Write Stuff”

  2. The PTA Secretary The secretary is responsible for keeping accurate records of all proceedings of the PTA.

  3. 3 Types of Meetings • Executive Officer • Elected Officers (President, Vice Presidents, Secretary, Treasurer) • Board of Directors • Elected Officers PLUSCommittee Chairpersons and Principal/Teacher Representatives • General Membership • Dues paying members of your Local Unit

  4. What are my responsibilities? • Accurately keep the minutes • Distribute minutes for approval • Determine presence of a quorum • Be familiar with your LU Bylaws • Maintain a Membership List

  5. What else? • Send new officers to GA PTA by May 1st (www.georgiapta.org) • Distribute the bylaws • Act as an aid to the President • Send out notices of meetings • Custodian of all PTA records • Submits any address changes during the year (Officers Address Change Form)

  6. Be Prepared! • Pen, paper, minutes notebook • Agenda for meeting • Minutes from the previous meeting & Treasurer’s Reports • Local Unit Bylaws • Ballots & Motion Blanks • List of Committee Chairs • Membership Roster • Copy of Robert’s Rules of Order (newly revised)

  7. The Minutes:What do I include? • Name of LU and type of meeting (Executive Committee, Board of Directors or General Membership) • Date, place, hour of meeting • Name of presiding officer • Names of those present • Statement regarding minutes approval • Report of Treasurer • Report of Committees • New Business • ALL MOTIONS (name of person who introduced the motion) • Hour of adjournment • Secretary Signature

  8. The Minutes:What do I include? • In the case of a ballot vote, record the number of votes for and against. • You do not need to include the name of the person who seconds a motion.

  9. First Paragraph • Kind of Meeting • Name of PTA • Date, place, time • Quorum established • The regular meeting of ABC PTA was held on September 17, 2015 in the gymnasium of ABC Middle School. The secretary established a quorum was present.

  10. First Paragraph • Names of President and Secretary • Name of person giving inspiration and description (song, poem, etc.) • Person leading the pledge • The meeting was called to order by president Bob Smith at 7:30 p.m. The secretary Sue Jones was present. An inspirational ready was given by Mary Brown. This was followed by the Pledge of Allegiance, led by the president.

  11. First Paragraph • Names of members present may be included (less than 20) • Whether minutes were read (or printed and distributed) and approved (or approved as corrected) • Minutes of the previous meeting were approved as printed and distributed.

  12. Second Paragraph • Treasurer’s Report • Beginning balance (ending balance at last meeting) • Total disbursements (since last meeting) • Ending balance (current meeting date) • The treasurer reported a beginning balance of $325, receipts of $75 from dues, current disbursements of $25, and a balance on hand of $375 as of September 17, 2015.

  13. Third Paragraph • Describe any communications read. • The secretary read a note of thanks from the scholarship recipient Bill Williams.

  14. Next Paragraph • Describe the reports of Executive Committee, standing committees and special committees • Copies of reports may be attached to minutes

  15. How to Handle Motions • All main motions (except those withdrawn) • Name of maker of motion • Disposition of motion • Whether it was adopted or not adopted George Johnson moved that the Hospitality Committee provide snacks for the teachers every Friday. Motion seconded. Motion failed. Ballot vote: Always include the number of votes for and against a ballot or counted vote.

  16. Next Paragraph • Program topic • Method of presentation • Names of participants City Traffic Director Sam Wright presented a program on “Getting Home Safely.”

  17. Final Paragraph • Time of adjournment • The meeting adjourned at 8:35 p.m. • Type name and title of secretary • Signature Sue Jones, Secretary (or Secretary Pro-Tem)

  18. Minutes Book • Separate books (tabs) for minutes of: Executive Committee/Board (officers and principal, student, teacher) Board of Directors (Executive Committee, plus committee chairs) Regular meetings (all members) • Minutes are read only to the body who created them

  19. Correcting the Minutes • Circle the incorrect words with RED PEN • Place the correction in the margin • Corrections must be initialed and dated • After reading: • Approved as read • Approved as amended • Date of approval, secretary’s initials Only the group that created the minutes can read them.

  20. Hints • Be an active listener • Paraphrase • Record what was done (action), not what was said (what was decided, not what was said) • Record motions verbatim, names of who made the motion (but not who seconded)

  21. Hints • Stick to the facts! Keep personal opinion out of the minutes. • Don’t let the minutes go cold. • Remember to keep three separate files of minutes: Executive Board, Board of Directors, General Membership

  22. Don’t Forget… If it’s not in the minutes, it didn’t happen.

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