|
The
secretary is responsible for keeping an accurate record of the proceedings
of the association, board and executive committee meetings. These
records will be the history of the PTA. Promptness, accuracy and
knowledge of PTA Purposes and policies are very important to the
job.
The secretary:
- Records
accurately all business transacted at each meeting of the association
and presents the minutes for approval at the next meeting of the
same body.
- Submits
online the names and addresses of all incoming officers to
state. Prints and sends copies to district and council PTA by
May 1 and incoming chairpersons by the last business day in August.
Submits to the state office any changes
in officers or contact information.
- Maintains
membership list.
- Copies
and distributes bylaws to all board members.
- Sends
correspondence for the PTA and maintains a correspondence file.
- Calls
the meeting to order in the absence of the president and vice
president.
- Sends
out notices of meetings.
- Assists
in determining a quorum.
- Counts
a rising vote.
- Is
an emergency signature on the checking account.
- Prepares
in advance of each meeting (in consultation with the president)
an agenda showing the order in which business should come before
the body.
- Serves
as custodian for all records except for those specifically assigned
to other individuals.
- Has
on hand for reference at each meeting:
- Minutes
of previous meetings
- Copies
of previous treasurer's reports
- An
agenda (include unfinished business)
- Current
copy of Local Unit Bylaws
- Copy
of Robert's Rules of Order (newly revised)
- Current
membership list
- List
of committee chairpersons and committee members
- Materials
for note/minute taking
- Ballots,
in case a vote is taken by ballot
- Motion
blanks
- Attends
all training opportunities offered by council, district and Georgia
PTA.
Minutes
Although
it is the responsibility of the secretary to record, prepare and
preserve the minutes of the association, it is every member's responsibility
to read the minutes and refer to them as the record of the unit.
General
outline of minutes:
- Name
of association
- Date,
place, and hour of meeting
- Kind
of meeting (regular, special or executive)
- Name
of the presiding officer
- Statement
concerning the minutes of the previous meeting and their disposition.
- Report
of treasurer
- Reading
of communications
- Reports
of executive committee, standing committees, and special committees.
- NOTE:
All motions (except those withdrawn), points of order and appeals,
whether sustained or lost, and the name of each member who introduced
a main motion, but not the name of the seconder, are to be recorded.
- Program
with brief notes
- Hour
of adjournment
- Secretary's
signature
When
taking minutes, the Secretary should:
- Be
accurate
- Enter
minutes in an official bound book with numbered pages (for permanent
record)
- Make
minutes as brief as possible
- Record
what is done by the group, not what is said
- Report
in the order in which the business was presented in the meeting
- Record
mover of a motion
- Record
exact wording of motion as stated by the maker of the motion.
The secretary may request the maker of the motion to put it in
writing
- Record
action taken on a motion
- Indicate
that minutes are "approved as read" or "approved as corrected"
and date that action
- Sign
the minutes
When
taking minutes, the Secretary should not:
- Add
personal comments in the minutes
- Let
notes on meeting "get cold"
- List
the person who seconded motion (unless requested by assembly)
- Record
any details of debate or discussion by members
- Read
board of directors/committee minutes in the meeting of the association.
(The secretary only reads recommendations.)
- Sign
minutes "Respectfully submitted."
Resources
|
