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Procedure Book?

Procedure Book?. A Tool Kit necessary for every PTA/ PTSA. Why Do You Need One?. Helps you perform your task and fulfill the responsibility of your position/job It provides continuity in your PTA/PTSA It provides a starting point for your successor . Who Should Have One?.

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Procedure Book?

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  1. Procedure Book? A Tool Kit necessary for every PTA/ PTSA

  2. Why Do You Need One? • Helps you perform your task and fulfill the responsibility of your position/job • It provides continuity in your PTA/PTSA • It provides a starting point for your successor

  3. Who Should Have One? • All officers and Committee Chairs • Remember the secretary keeps the official records of the PTA and should have all the original documents. • Copies go in the procedure books

  4. Creating The Procedure Book • Materials Three-ring binder Purchased by the PTA • Contents All materials and information needed for the job

  5. What goes in a Procedure Book? • Your name, address, telephone number, fax number, e-mail address, and period served. • Directory of Officers, Committee Chairmen and members of the committees, other contacts (if applicable to your job). Include name, address, telephone numbers, fax numbers, and e-mail addresses. • Association bylaws, standing rules, and current budget. • All correspondence and information pertaining to your office. • Your plan of work and calendar (school, PTA, etc.).

  6. What goes in a Procedure Book? • Notes from workshops, conferences, and conventions you have attended. • Copies of any reports sent to County Council, State or National. • School/PTA/Council Newsletters. • Any other resource material you have found to be helpful. • Evaluation of the year’s work and suggestions for improvements.

  7. Procedure Book For …… • Parent/ Family Involvement events • Reflections • Elections • Legislative/ Advocacy • Fundraisers • Membership

  8. Property Of… DON’T FORGET • Your PTA! The procedure book is property of the association, and NOT of the person who is using it that year.

  9. Contact Information 5 Central Avenue Glen Burnie, Maryland 21061 Email: office@mdpta.org Website: www.mdpta.org Phone: 410-760-6221 1-800-707-7372

  10. PTA Secretary Easiest Job in PTA NOT!!!

  11. Tools Of The Trade • Procedure Book • Bylaws and Robert’s Rules • Dictionary (spell check) • Motion book • Paper, Pens, etc…

  12. Secretary Duties (Recording) • Accurate record of business meeting • Accurate list of members • Calls meeting to order in absence of president or vice president • Assist in planning agenda • List of reference materials

  13. Secretary Duties (Recording Cont.) • Sign orders on the treasury • Acts as custodian of records • Delivers all records

  14. Secretary Duties (Corresponding) • Processes correspondence • Notifies members of their elections • Sends names to appropriate people • Handles production of publications * Note, if there is only one secretary thenthese duties become the responsibility of the recording secretary.

  15. MeetingsDuties During the Meeting • Conducts roll call • Determines a quorum • Counts a rising vote • Reads or Distributes minutes of previous meeting • Records the business transacted

  16. MeetingsDuties After the Meeting • Promptly writes up the minutes • Follows up on actions taken • Files the minutes

  17. Preparation of Minutes • Kind of meeting • Address of Meeting Place • List of those present • Name of presiding officer • PTA Purposes • Approval of previous minutes • Treasurer’s Report

  18. Preparation of Minutes (Cont.) • Officer’s Reports • Committee Reports • Administration Report • Unfinished Business • New Business

  19. Preparation of Minutes (Cont.) • Announcements • Program • Adjournment • Signature?

  20. Contents of Minutes • Order of Business • Motions • Should be brief • Permanent

  21. Contact Information • Maryland PTA • 5 Central Ave. • Glen Burnie, Md. 21061 • 410-760-6221 • www.mdpta.org

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