CUCPTSA Unit Secretary Training 2009 [rev ] Page 1

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1 CUCPTSA Unit Secretary Training 2009 [rev ] Page 1

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3 UNIT SECRETARY TRAINING PACKET TABLE OF CONTENTS Capistrano Unified Council of PTSAs - CUCPTSA PTA Unit Secretary Information?... 3 Reference Materials and Websites?... 4 Secretary Duties?... 5 Corresponding Secretary Duties?... 9 Secretary Minute Book Contents? Records Retention Schedule? Motion Blanks? Toolkit Pages of Secretary Duties? Sample Minutes? CUCPTSA Unit Secretary Training 2009 [rev ] Page 1

4 N O T E S CUCPTSA Unit Secretary Training 2009 [rev ] Page 2

5 Capistrano Council of PTSAs PTA UNIT SECRETARY INFORMATION The job of secretary is one of the most exciting positions on any board. The secretary is the recording officer of the PTA and custodian of all PTA records, except those specifically assigned to others, such as financial records. The secretary serves as an invaluable aide to the president and the organization. In addition to the position of secretary, a corresponding secretary and financial secretary are common positions in PTA/PTSA. The duties of these secretaries are outlined in the unit bylaws. SECRETARY Records all organization actions. Custodian of ALL official records except those assigned to others. Assists president to insure continuity of agenda items. Reviews and signs all warrants upon approval for payment. SKILLS NEEDED Prompt - Arrive early, be ready to record when the meeting starts. Accurate - Exact wording of motions, correct names and titles, use of the dictionary (or spell check) and proofread material. Knowledge of PTA Policy and Procedure - AEend PTA- sponsored workshops and/ or training. Understand PTA general policies including the Financial Procedures. Knowledge of Parliamentary Procedure RECORDS The secretary has a file of ready references. Have with you at all times: Copies of previous minutes (two years). Copies of agendas. The PTA unit bylaws and standing rules (secretary keeps the official copy). Enter all amendments to the bylaws in the official copy, which should be kept in the CUCPTSA Unit Secretary Training 2009 [rev ] Page 3

6 Secretary s Book, plus changes to the Standing Rules. The amendments should also be entered into the minutes. Current membership list (including dates the members joined and any additions during the year). List of officers and commieees. Copies of current reports. Paper for ballot voting or prepared ballots. File of correspondence received and responses (if there is no corresponding secretary). Motion blanks. Small notebook (to write down separate information the president might need aser the meeting). File to hold copies of motions, reports, materials distributed to the group. Equipment box, which includes pens, pencils, paper clips, stapler, post- its, tape, scissors and anything you might need during the meeting. REFERENCE MATERIALS & WEBSITES The National PTA: California State PTA: Fourth District PTA: Capistrano Council of PTSAs: California State PTA - Toolkit 2009*+ California State PTA - PTA Money MaEers Quick Reference Guide*+ California State PTA - PTA Leadership Pocket Pal*^ California State PTA - The a- b- c s of Parliamentary Procedure*^ Robert'ʹs Rules of Order Newly Revised* Secretary s Minute Book (hardbound)*^ Unit Bylaws Dictionary *b Available using the California State PTA Catalog or website. ^b Available from Fourth District PTA website. + bsent to the Unit Presidents. CUCPTSA Unit Secretary Training 2009 [rev ] Page 4

7 DUTIES Before the Meeting Prepare a list of the following for the President: Unfinished Business Items to be acted upon Notify members of the Meeting if there is no Corresponding Secretary During the Meeting Assist in determining if a quorum is present. Have AEendance Sheet available. Call the meeting to order in the absence of the President and Vice Presidents, unless the bylaws specify otherwise. Read/present the minutes of the previous meeting for approval or they may be approved by a commieee of three or more (This commihee should be appointed by the President and noted in the Minutes. They must all be present at the meeting.) If commieee approved, the minutes still must be presented at Association meetings. Read correspondence, if there is no Corresponding Secretary. Only pertinent parts are read unless there is a request for reading the complete text. All correspondence may be circulated for everyone to read. Prepare and read a report (not the full minutes) of each Executive Board meeting at each Association meeting, and move the adoption of board recommendations. Count a raising vote, when requested by the President. Be prepared with paper ballots in case there is a call for a ballot vote. Make a motion to destroy the ballots aser the count. Recording the Minutes (what to include) Keep an accurate record of each meeting and include the following in the Minutes: Name of the Association. Type of meeting (Association, Executive Board, Special.) Date, time and place of meeting. Name and title of presiding officer. Disposition of minutes of the previous meeting. A motion is NOT needed for approval. The minutes were approved as presented/corrected. Treasurer s Report as presented. A motion is NOT needed for approval. The Treasurer s report will be filed for audit as presented/corrected. CUCPTSA Unit Secretary Training 2009 [rev ] Page 5

8 Bills to be paid. A motion must be made to pay the following bills... Ratify checks. A motion must be made to ratify checks numbered to.) All programs and events to be covered by insurance must be approved at an Association meeting and entered into the minutes. Any upcoming event or program that needs funded before the next meeting needs a motion to release funds up to the budgeted amount. Record of each motion voted upon (unless withdrawn) and the name of member who made the motion (name of individual that seconded the motion need not be recorded) and whether carried or defeated. Copy of any resolution adopted. Copy of any formal reports presented (e.g. Audit Report, Nominating CommiHee Report, etc.) Record of results of any election and votes cast. Brief notation of program - topic, names of participants, method of presentation. Time of adjournment. Title and signature of Secretary. Respectfully submieed is not necessary. Additions to the Minutes You will need to adopt the audit two times per year, refer to your bylaws for specifics. You DO need to note that the Association has adopted the audit. Then paste the audit in your bound book aser that month s minutes. You DO need to note that the Association has approved the programs as presented/ corrected. Then paste the programs listed in your bound book aser the minutes. You DO need to note that the Association has approved the following contracts... and list the contracts that are needed for the programs that will take place before the next Association meeting. You DO need to note that the Association has approved the budget as presented/ corrected and paste the budget in your bound book aser the minutes. You DO need to note that the Association has approved the release of up to the budgeted amounts for the following programs... The list all programs that take place until the next Association meeting since approval of the budget does not mean automatic release of the funds. To release all PTA/PTSA liability for giss to the schools, you do need to note that the donation/giu to Your School Name was accepted by the board at its meeting. CUCPTSA Unit Secretary Training 2009 [rev ] Page 6

9 AWer the Meeting Transcribe minutes as soon as possible aser the meeting. Send an advance copy to the president as soon as you have completed the minutes. Distribute the Minutes to the Review CommiEee (if utilized) for their input and approval. Minutes may be handwrieen in the Secretary s Minute Book or they may be typed and the pages securely glued into the Secretary s Minute Book. Include copies of the AEendance Sheet and any formal reports presented at the meeting with the Minutes. These should be included in the permanent records in the Secretary s Minute Book. Financial responsibilities The secretary signs, with the President, warrants for disbursement of funds aser the Association votes to pay a bill. This should be done immediately following approval. Record all expenditures in the Minutes (along with the Treasurers report). Ensure that any changes to the approved Association Budget are recorded. These changes must be voted upon and approved by the Association. The Unit Auditor will look for these approvals during the semiannual audit. Provide a copy of the Minutes to the Unit Auditor. General information concerning the Minutes RECORD WHAT IS DONE, NOT WHAT IS SAID. Minutes may be handwrieen directly into the Secretary s Minute Book, or typed and glued into the book. Pages should be in consecutive order. NEVER use a loose- leaf notebook as the pages can be lost or modified. Minutes for all meetings (executive board, executive commieee and association) are to be kept in the same Secretary s Minute Book. Minutes are BRIEF, yet contain all important information needed to check past proceedings. Record in the order the business happened (even if the Agenda is in a different order). Minutes may be recorded in paragraph form or by department/subject headings. CUCPTSA Unit Secretary Training 2009 [rev ] Page 7

10 Copies of the association minutes may be prepared for each member to expedite the meeting. When using a newsleeer and/or website which is distributed to the school community, only a summary of action is printed. With approval of the association, presentation of the minutes may be postponed to a succeeding meeting, or a commieee may be appointed by the president to read the minutes and report. Write the minutes immediately following the meeting. Leave a wide margin in the book, just in case there is a need for corrections. Those giving reports should provide the secretary with a copy to ensure the important facts are entered into the minutes. Reports of importance are entered in their entirety for future reference, and a formal motion should be made requesting a report'ʹs inclusion into the minutes. Initial and date the disposition of the minutes of each meeting. Corrections to the Minutes Corrections to the minutes are made to the Master Copy of the Minutes immediately following the reading or, if distributed and not read aloud, during the time devoted on the agenda to this maeer. Whenever an error is pointed out, it is so noted in the minutes of the current meeting. Corrections are made in the Secretary s Minute Book to the Master Copy of the Minutes by circling the incorrect words in red ink with the correction wrieen in the margin. NEVER erase or strike out words when correcting Corrections must be dated and initialed. Corrections to the minutes may be made, aser their approval - even years later - by means of a motion to Amend Something Previously Adopted, which requires a two- thirds vote, or a majority vote with prior notice. ONLY the group which generated the minutes can correct them CUCPTSA Unit Secretary Training 2009 [rev ] Page 8

11 CORRESPONDING SECRETARY Responsibilities of the corresponding secretary are defined in the bylaws and include other related duties that the president or executive board may assign. What to Do Send notices of meetings to executive board members and/or association members as directed. Read correspondence at executive board and association meetings as requested by the president. Check with the president about leeers to be wrieen immediately aser the meeting. Some leeers will be wrieen for the president to sign and will contain specific wording as directed by executive board or association action. Other leeers will be wrieen and signed by the corresponding secretary following general instructions. Write authorized leeers promptly. Be accurate check names and titles carefully. Give precise information, with exact copy of recommendations, resolutions or motions and reasons for action taken. Refer to any one of many reference books on writing business leeers for suggestions as to form and style. Keep file of all leeers received and copies of replies wrieen. Important correspondence should be passed along to your successor or placed with the official records of the unit. Unless the bylaws specify otherwise, notify officers and commieee members of their election or appointment and send names of newly elected officers to council (if in council) or district promptly. CUCPTSA Unit Secretary Training 2009 [rev ] Page 9

12 SECRETARY S MINUTE BOOK CONTENTS Every Month AEendance Sheet Minutes (The Master Copy of the Minutes is the official copy of the minutes that is signed, dated for approval, and corrected as necessary. This is the copy used for purposes of auditing the PTA books.) Treasurer s Report Budget Report, if distributed September (first Meeting) - in ADDITION to monthly reports listed above List of Board and CommiEee Chairmen Calendar of Events including PTA meetings Treasurer s Report for the end of the previous year (covers the period from the last PTA meeting of the school year until June 30) Audit Report (per unit bylaws) Annual Financial Report (from prior fiscal year) February (or as defined in unit bylaws) Audit Report (per unit bylaws) Nominating CommiEee report (per unit bylaws) June Notation of any Honorary Service Awards or other PTA awards If presented earlier in the year, this should be included in the presentation month. As Needed Bylaws CommiEee report/recommendation. Special CommiEee reports presented for approval at a Board/Association Meeting. Resolutions approved by the Association. Special Invitations/Programs related to PTA. CUCPTSA Unit Secretary Training 2009 [rev ] Page 10

13 Leadership Services Commission Records Retention Schedule It is very important that certain PTA records be retained. Listed are items that must be reviewed on a periodic basis and kept in a safe place. Develop a records retention policy based on this list. PERMANENT STORAGE Annual audit reports Articles of Incorporation Canceled checks, for important transactions (e.g., taxes, contracts) Checks should be filed with papers pertaining to the transaction Corporation reports filed with the Secretary of State Legal correspondence Group exemption documents Insurance records: Accident reports Claims Policies Ledgers Minutes of executive board, association and committees (bound) PTA Charter Tax documents: Exempt status Group exemption Letter assigning IRS Employer Identification Number (EIN) State and federal tax forms, as filed Correspondence with state or federal agencies Trademark registrations 10 YEARS Financial statements (year-end) and budgets Grant award letters of agreement 7 YEARS Payment authorization and expense forms (receipts attached) for payments to vendors or reimbursement to officers Cash receipt records Checks (other than those listed for permanent retention) Expired contracts and leases Insurance incident reports Invoices Purchase orders Sales records 3 YEARS General correspondence Employee records (post-termination) Employment applications 1 YEAR Bank reconciliations Correspondence with vendors if noncontested Duplicate deposit slips Current Bylaws, approved by state parliamentarian Standing Rules Certificates of Insurance Inventories of products and materials, updated yearly Think about getting a file cabinet at your school site so that PTA officers don t misplace these items at home of move away with them California State PTA The Communicator May 2008 CUCPTSA Unit Secretary Training 2009 [rev ] Page 11

14 MOTION BLANK Name: Date: I MOVE Signature (maker of motion) Disposition: CARRIED DEFEATED AMENDED REFERRED POSTPONED TABLED WITHDRAWN MOTION BLANK Name: Date: I MOVE Signature (maker of motion) Disposition: CARRIED DEFEATED AMENDED REFERRED POSTPONED TABLED WITHDRAWN CUCPTSA Unit Secretary Training 2009 [rev ] Page 12

15 Job Description for Secretary 2327 L Street, Sacramento, CA The recording secretary is elected by the association and is one of the three required officers for a PTA. The secretarial responsibilities may be assigned to one person or 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. In addition to the bylaws, the duties of a secretary are discussed in the California State PTA Toolkit, the National PTA Quick-Reference Guide (available from the PTA president) and Robert s Rules of Order Newly Revised. RESPONSIBILITIES Attend PTA-sponsored workshops or trainings. Obtain secretary s minute book with minutes of previous meetings and other materials from predecessor, including the master set of the bylaws, list of members, and other official documents and records of the PTA. Keep an accurate, concise, permanent record of the proceedings of all meetings of the association and of the executive board. These minutes are the legal record of the PTA/PTSA and the original copy of the minutes is known as the master copy. Minutes are entered into a bound book, handwritten in permanent ink, typed, or printed, and the original copy is pasted into the bound book. Minutes contain a record of action taken by the group, with action recorded in the order it took place. Personal opinion and discussion are not included. Prepare a list of unfinished business items for the president and assist with preparation of the agenda, if requested. Have on hand for reference at each meeting a copy of the bylaws and standing rules, copies of agendas, motion forms, minutes of previous meetings, list of all committees, and an up-to-date list of all members. Read the minutes of any previous meeting, when called upon to do so. Copies of the association minutes may be prepared for each member to expedite the meeting, or association minutes may be published in the association newsletter. When the newsletter is distributed to the school community, only a summary of action is printed. With approval of the association, reading of the minutes may be postponed to a succeeding meeting, or a committee may be appointed by the president to read the minutes and report. Minutes shall not be posted on any website; however, a summary of association minutes is appropriate. Prepare the minutes and give a copy to the president soon after each meeting. Make all corrections to the official minutes. Corrections to the minutes are made immediately following the reading of the minutes, during the time specified on the agenda for minutes, or at any subsequent meeting when errors are discovered. The current minutes shall reflect that a correction was made. In the master copy of the minutes, the secretary circles the incorrect words with a red pen and notes the correction in the margin. Corrections must be dated and initialed. Only the group that created the minutes (executive committee, executive board, association) may correct them. Prepare and read a report (not the full minutes) of each executive board meeting at each association meeting, and move the adoption of board recommendations. Sign, with the president, authorizations for payment after the association votes to pay a bill. Record all expenditures in the minutes. Enter all amendments to the bylaws in the minutes, at the meeting at which the vote is taken. In the absence of the president and vice presidents, call the meeting to order and preside until the election of a chairman pro tem, unless the bylaws specify otherwise. Be prepared to help count a rising vote when requested, and have blank paper available for voting by ballot. Be responsible for all records, documents and papers (except those assigned to others). Minutes should contain: Name of the association and kind of meeting (association, executive board, special); Date, time and location of meeting; Name and title of presiding officer (or pro tem); Attendance list; Disposition of minutes of previous meeting whether read and approved/corrected or their reading postponed, including when and how they are to be approved; Statement of account as given and list of bills approved for payment; Summarized reports of other officers and chairmen (important reports such as budget should be attached to the minutes); Record of each motion voted upon, the name of member who made the motion, and whether adopted or defeated (the name of the member who seconded the motion is not recorded); if counted vote requested, record if a quorum or majority is needed and the number for and against the motion; if a 2/3 vote is required, i.e., for bylaws changes, it must be noted after the outcome of the motion; Copy of any resolutions adopted; Record of results of any election and votes cast; Officer and Chairman Job Descriptions California State PTA Toolkit CUCPTSA Unit Secretary Training 2009 [rev ] Page 13

16 Brief notation of program topic, names of participants, and method of presentation; Time of adjournment; and Signature of secretary, using own given name and date approved. CORRESPONDING SECRETARY Responsibilities of the corresponding secretary are defined in the bylaws and include other related duties that the president or executive board may assign. RESPONSIBILITIES Send notices of meetings to executive board members and/or association members, as directed. Read correspondence at executive board and association meetings, as requested by the president. Check with the president about letters to be written immediately after the meeting. Some letters will be written for the president to sign and will contain specific wording, as directed by executive board or association action. Other letters will be written and signed by the corresponding secretary following general instructions. Write authorized letters promptly. Be accurate check names and titles carefully. Give precise information, with exact copy of recommendations, resolutions or motions and reasons for action taken. Refer to any one of many reference books on writing business letters for suggestions as to form and style. Keep file of all letters received and copies of replies written. Important correspondence should be passed along to successor or placed with the official records of the unit. Unless the bylaws specify otherwise, notify officers and committee members of their election or appointment. COUNCIL SECRETARY In addition to the duties listed for the PTA secretary, the council secretary shall: Maintain a list of member units. Keep an accurate, concise, permanent record of the proceedings of all meetings of the executive committee and of the council. Have on hand for reference at each meeting a list of all unit representatives to the council and a membership list for each unit belonging to the council. Have available at each meeting motion forms/blanks. Plan and present PTA secretary training for member units. COUNCIL CORRESPONDING SECRETARY In addition to the responsibilities listed for the PTA corresponding secretary, the council corresponding secretary shall: Send notices to unit representatives and council board members, as directed. Notify officers and committee members of their election or appointment unless the bylaws specify otherwise. Plan and present PTA corresponding secretary training for member units. DISTRICT PTA SECRETARY In addition to the duties listed for the council secretary, the district PTA secretary shall: Maintain and have on hand for reference at each meeting a list of member units and councils. Keep an accurate, concise, permanent record of the proceedings of all meetings of the executive committee. DISTRICT PTA CORRESPONDING SECRETARY In addition to the responsibilities listed for the council corresponding secretary, the district PTA corresponding secretary shall: Notify officers and committee members of their election or appointment unless the bylaws specify otherwise. RESOURCES PTA Management Section, California State PTA Toolkit Quick-Reference Guide, National PTA Robert s Rules of Order Newly Revised FOR REFERENCE Council/District PTA Secretary Name ( ) Telephone Address City/Zip Dates of PTA Workshops/Training 01/ California State PTA Toolkit Officer and Chairman Job Descriptions CUCPTSA Unit Secretary Training 2009 [rev ] Page 14

17 SAMPLE MINUTES Location, Time, Type of Meeting, Presiding Officer Golden State Elementary PTA Association Meeting February 6, 2008 Name of Association Date of Meeting The association meeting of the Golden State Elementary PTA was called to order by Selena Butler, president, at 7:35 p.m., in the school library on Wednesday, February 6, The Pledge of Allegiance to the Flag of the United States was led by Girl Scout Troop 122. Phoebe Hearst shared an inspirational message. Minutes of the January 9, 2008, meeting were approved as presented (or corrected; if corrected, include corrections). John Jones, treasurer, reported a balance on hand of $, with receipts of $ and disbursements of $. (Entire treasurer s report should be written or attached to the minutes.) John Jones moved to pay bills in the amount of $. (List bills.) Motion carried. Community Concerns chairman, Betty White, reported that the Internet Safety presentation held on January 25, 2008 had a total of 67 attendees. Committee Reports Evelyn Brown, Vice President Programs, moved to host a Parent Education program on April 28, 2008, cost not to exceed $. Motion carried. A short presentation was given by the fire department on school safety. Disposition of Minutes Treasurer s Report Bills for Payment Guest Speaker Announcements were made. Meeting was adjourned at 9:05 p.m. Adjournment Time Alice Birney Recording Secretary Note Disposition of Minutes Approved Corrected Signature and Title CUCPTSA Unit Secretary Training 2009 [rev ] Page 15

18 Name of Association Location Date of Meeting Capistrano Unified Council of PTSA Capistrano Unified School District Education Center March 9, 2009 Location, Time, Type of Meeting, President s Roundtable Minutes Presiding Officer Agenda Items Discussion Action or Recommendation Call to Order President, Lisa Scharmann, called the Roundtable Meeting to order at 9:05am in the CUSD Education Center. Guest Speaker Anne Weber Governor s Fitness Challenge Anne discussed the Governor s Fitness Challenge Program in California. Contact Anne at ANNE07@cox.net or view the website at Guest Speaker Julie Hatchel Limo Policy & Vendor Policy Update A checklist is online of the requirements for limousine services. Vendor payments will no longer be processed through the school district, units can pay vendors directly. Consultant agreements are still required. CUCPTSA Meeting Minutes Agenda Items Discussion Action or Recommendation Call to Order President, Lisa Scharmann, called the meeting to order at 10:15a.m. at the CUSD Education Center. Cindy Putman led the pledge. Attendance Attachment A- Attendance sheets Consent Calendar Items: Minutes Treasurer s Report Attachments B Minutes Attachment C- Treasurer s Report Disposition of Minutes, Treasurer s Report Trudy Podobas moved to accept the consent calendar as presented, (Approve Minutes, Approve Treasurer s Report, Release Special Education Budget of $2,500, Approve Juli Warnick as CUCPTSA Special Education delegate for CA Adventure, Approve Kim Anderson and Lisa Scharmann as Council delegates CUCPTSA Unit Secretary Training 2009 [rev ] Page 16

19 President s Report- Lisa Scharmann Legislation Report Kim Anderson Committee Reports Membership- Margie Tinsley CUSD Safety Expo Mike Beekman Convention Gayle Paride, and Martha McNicholas Lisa gave thanks for everyone s hard work this past month. Fourth District news; reminder for Administrators Dinner on March 26th, and Training May 28 th. March 31 st is the deadline for CUCPTSA HSA Nominations. Congratulations to many grant and senior scholarship winners. CUCPTSA won the Council MYPTSA Award for Student Involvement from CAPTA. Kim gave updates on the budget survey, the presentation by David Long, the State PTA Legislative Conference, along with State and Federal legislative news. Our theme Raising our Voices for Children continues; we are currently at 30,368 members. April 15 th is the CUSD Safety Expo at the CUSD Education Center. This is a showcase for health and safety programs, and to highlight student involvement. March 31 st is the deadline for Convention Early Registration, after that date the price goes up by $40. Martha gave information for all of the dinners and costs. to CA Adventure, Release funds and approve Lisa Scharmann, Suzette Lovely, Sherine Smith and Ellen Addonizio, and Michele Langham to attend Fourth District Administrator s Dinner, Release funds and approve Lisa Scharmann and Michele Langham to attend CUSD Teacher of the Year Ceremony, Approve Griselda s for May 26 th CA Adventure luncheon ) Motion carried Lisa Scharmann appointed Michele Langham as Parliamentarian. Committee Reports Martha McNicholas moved to approve the Hilton as the site for the CUCPTSA dinner on Thursday, April 30 th, at the cost of $40 per person. Motion carried Historian Teri O Brien Teri reviewed the Annual Report process. The report is due by CUCPTSA Unit Secretary Training 2009 [rev ] Page 17

20 April 1 st, Presidents need submit 2 copies. Special Education Juli Warnick, Julie Redmond The next SELF meeting Thursday, March 12 th. Ratify Checks- Laura Myers Laura Myers moved to ratify checks # in the amount of $ With an ending balance in the checking account on 2/28/09 of $36, Motion carried Payment of Bills Laura Myers New Business Elections- Julie Redmond Bills for Payment Julie Redmond, Parliamentarian, read the sections in the by-laws pertaining to the elections. Gayle Paride presented the nominating committee report. Laura Myers moved to pay the following bills: Fran Sdao $ Founders Day Oak Grove PTA $5.00 overpayment Ins Fourth District $ Admin dinner CUEA $20.00 teacher of the year A-1 Awards $ Reflections Trish McCauley $51.94 Reflections Kim Anderson $ legislation wkshp Fourth District $ free will offering Chris Browning$ Special Ed Hilton San Jose $ Dinner Deposit Julie Redmond$ 8.00 postage Julie Redmond $20.85 copies Motion carried The following were elected by voice vote: Lisa Scharmann -President Trudy Podobas -EVP Laura Myers- Treasurer Tania Woolsey -Auditor Margie Tinsley- Secretary Tina Ognal- Historian CAPTA Convention Delegates- Adjournment Next Scheduled Meeting The next CUCPTSA meeting will be April 13, 2009 at 9:00 am at the CUSD Education Center. Michele Langham moved to appoint Lisa Scharmann, Laura Myers, and Martha McNicholas as delegates for CUCPTSA. CUCPTSA will be paying for the cost of Martha McNicholas to attend convention. Motion carried The meeting was adjourned at 11:15a.m. Adjournment Time Respectfully Submitted, Cindy Putman Recording Secretary Note Disposition of Minutes Approved as Read Approved as Corrected Signature and Title CUCPTSA Unit Secretary Training 2009 [rev ] Page 18