PTA SECRETARY August 19, 2017 Pinellas Park HS. Presented by: Kristina Garcia Secretary, PCCPTA

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1 PTA SECRETARY August 19, 2017 Pinellas Park HS Presented by: Kristina Garcia Secretary, PCCPTA

2 PTA Secretary The Recording Secretary is elected and is one of the three officers required for a PTA/PTSA. As official record keeper of the PTA, Secretary is one of the most important positions on the board. Secretarial responsibilities may be assigned to one person or can be divided between a: Recording Secretary and a Corresponding Secretary as specified in the bylaws. If there is no corresponding secretary, the duties of the corresponding secretary may be combined with the duties of the recording secretary, in accordance with the bylaws.

3 RECORDING SECRETARY

4 Recording Secretary As the recording secretary, you will. Assist the President in preparing an agenda Record and retain minutes of meetings Act as custodian of PTA records Carry reference material to each meeting Follow-up to ensure your delegate list was submitted & maintain a copy in your records Notify County Council of names of council delegates Maintain a procedure book

5 Assist the President Work with your President on an agenda for each meeting, if requested Make sure the agenda is out at least 48 hours prior to the meeting Check with each board member for any additions/deletions prior to the meeting

6 Record & Retain Minutes Keep them brief and to the point Do NOT record opinion and discussion DO record: Type of meeting regular, special, annual, executive Name of association Date, time and place of meeting People present Reading and action on minutes of previous meeting Treasurer s Report Correspondence, announcements, committee reports

7 All motions (except those withdrawn), points of order and appeals, whether sustained or lost, and the name of each member who introduced a main motion, but not the name of the seconder Program topic, method of presentation, names of participants and points covered Time of adjournment Secretary s signature

8 PTA Custodian Keep a permanent file of all minutes, agendas, reports, the charter and an APPROVED copy of the local unit bylaws

9 Reference Material File of minutes Local bylaws Local budget Executive Board List with phone numbers! Council Handbook Council and local newsletters Florida PTA Bulletins National PTA President s Quick Reference Guide

10 Council Delegates Follow-up to ensure your delegate list was submitted & maintain a copy in your records Barbara Pace Membership Chair Starkey Road, Largo, membership@pccpta.org Keep your list up-to-date!

11 Procedure Book IMPORTANT Your procedure book should have all information you have compiled on the duties of secretary including sample minutes, sample procedures, sample agenda, bylaws

12 CORRESPONDING SECRETARY

13 Corresponding Secretary As the Corresponding Secretary, you will... Conduct the correspondence of the PTA as requested Keep file of all correspondence Carry copies of recent correspondence to meetings Notify executive committee members of meetings

14 DO S & DON TS

15 DO S in Writing Minutes Do use a copy of the agenda as a guide in taking minutes Do record the name of the mover, but not the seconder in a motion Do request that all main motions and amendments be written, then file those motions with the minutes Do write the minutes as promptly as possible after a meeting and send a copy to the president (or to entire board) Do be specific when recording corrections in the minutes (and include the date corrected)

16 DON TS in Writing Minutes Don t record discussion unless directed to do so by the assembly Don t record personal opinions Don t record main motions or any subsidiary motions which are not started by the chair Don t forget to sign the minutes and to initial them after approved

17 What belongs in a set of minutes: Keep minutes brief and to the point. Minutes contain a record of what the group did, with action recorded in the order it took place. Do not record opinion and discussion. Do record: Type of meeting (regular, general, executive, special, annual). Name of the association. Date, time and place of meeting. List of persons in attendance and excused absences. Presence of president and secretary, or in their absence, the name of their substitutes. Name and title of presiding officer. Reading and action on minutes of previous meeting whether read and approved/corrected.

18 What belongs in a set of minutes (Continued:) Summary of Treasurer s Report: (1)Beginning balance, (2)receipts, (3) disbursements and (4)ending balance as of the date of the meeting. (This information is required in the Minutes, but a copy of the Treasurer s Report in full is attached.) Treasurers report: See attached. Beginning Bal: $ 21, Income $ Expenses: $ 3, Balance: $ 18, Attach important reports such as budget Record all motion voted upon, points of order and appeals, the name of member who made the motion, and whether carried or lost (the name of the seconder is not recorded) Record results of any election and votes cast Brief notation of program topic, names of participants, important points covered Time of adjournment Signature of secretary

19 Cont d. The results of the vote.approved (passed), not approved When a count is taken or a vote is by ballot, the number of votes on each side should be recorded Program topic, type of presentation, name(s) of participants, important points covered Further business Time of adjournment Secretary s signature When the minutes are approved, the word approved as typed OR approved as corrected with the secretary s initials and date should be written below them

20 Sample Agenda ABC Elementary School PTA Executive Board Meeting September 7, 7:00 p.m. ABC Elementary School Media Center I. Call to Order (on time, quorum met) The president calls the meeting to order. The meeting will please come to order. II. Roll Call (the president may call upon the secretary for a roll call) III. Quorum (president announces there is a quorum) IV. Reading and Approval of Minutes Action Items The secretary addresses the chairman and reads the minutes. (or with the approval of the group, the minutes may be posted, distributed in advance or assigned to a committee of three or more for approval or correction. The secretary will read the minutes of the meeting OR The minutes of the meeting have been ed to you. Are there any corrections? (note corrections.) The minutes stand approved as read/ ed/printed or The minutes stand approved as corrected. V. Financial Report (Treasurer s Report Action Items. No motion is needed for adoption of the report. will present the Treasurer s Report. The President You have read the report. Are there any questions? The report will be filed for the audit. VI. Reading of Correspondence. Communications are read by the (corresponding) secretary and may be acted upon as read, if action is required. The president: The (corresponding) secretary will read the correspondence.

21 Sample Agenda ABC Elementary School PTA Annual Meeting September 7, 9:00 a.m. ABC Elementary School PTA Cafeteria I. Call to Order & Quorum II. Opening Ceremonies. Pledge of Allegiance (if held in public facility and there is a Flag). Will you please rise? Thank you. will present the Meditation. III. Reading and Approval of Minutes Action Items IV. Financial Report. V. Audit Report (annual) Action Items A motion is needed for adoption of this report. It has been moved and seconded that the audit report be adopted (Follow steps of motion, parliamentary procedure.) Vote. VI. Reading of Correspondence. VII. Report of the Executive Board. Action Items. At association meetings a summary report (not the minutes) is read for the information of the members. VIII. Unfinished Business IX. New Business X. Program (Optional). The president introduces the chairman to present the program. will present the program. Madame/Mister President, this concludes the program. XI. Announcements XII. Adjournment

22 Sample Minutes: Sign minutes and date when they are approved. When you sign the minutes, indicate whether they were either: -Approved as written -Approved as corrected

23 What makes a good Secretary? Promptness Accuracy Knowledge of PTA Polices & Procedures Organized A sincere desire to help the president To help EveryChild with OneVoice If you have all these..

24 It ll make your job easier!!

25 THANKS FOR ATTENDING, VOLUNTEERING AND MAKING A DIFFERENCE! If you have any questions, please don t hesitate to contact me: Kristina Garcia secretary@pccpta.org BEST OF LUCK IN THE SCHOOL YEAR!