Hauser PTA has one Secretary, who serves as both “Recording” and “Corresponding” Secretary:

AS RECORDING SECRETARY

The recording secretary is the recording officer of the PTA and the custodian of its records, except those specifically assigned to others, e.g. Treasurer’s records.

Duties:

1. To keep a record of all business transacted at each meeting (minutes), and present the minutes for approval at the next meeting.

2. To have on hand at each meeting: an agenda, the minutes of the previous meeting for approval, the secretary’s copy of previous minutes for reference, a list of members, a list of standing and special committees, the local unit bylaws, council bylaws, standing rules, and a current edition of Robert’s Rules of Order Newly Revised, Current Edition.

3. To maintain record book(s) in which the bylaws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded.

4. To maintain an accurate record of PTA membership as received from the membership chairman.

5. To have ballots and ballot box on hand for any meeting where an election may be held.

6. To keep on file all committee reports.

7. To make the minutes and records available to members upon request.

8. To count a rising vote when requested by the chair.

9. In the absence of the president and vice president, to call the meeting to order and preside until the election of a chairman pro tem.

10. To conduct the correspondence of the PTA if the bylaws do not provide for a corresponding secretary. (See responsibilities of corresponding secretary.)

11. To have a working knowledge of parliamentary procedure.

MINUTES

Minutes are the official and legal record of the proceedings of a PTA. They should contain a record of all action taken by the PTA, including the exact wording of every motion, the name of the member who introduced the motion, but not the name of the seconder, and the action taken on the motion. The secretary may ask the maker of the motion to put the motion in writing, especially if the motion is long or involved.

Accuracy is important. If in doubt, ask for the spelling of a name, a date, or anything else that is part of the action of the PTA.

The minutes should be entered in an official minute book, which has numbered pages, that will not be lost, removed, or changed. The minutes should be as brief as possible, and should be reported in the order in which the business is presented at the meeting. What actions are decided by the organization, not what is said by the members, should be recorded.

The extensive use of computers by PTAs makes it necessary to adapt the manner in which minutes are recorded and preserved. Minutes may be computer generated, and need not be glued into a bound book. but should be dated and numbered consecutively. Originally it was necessary for minutes to be written in a bound, numbered book to prevent altering the original and only document. With the use of printed, computer-generated minutes, multiple copies exist, making the possibility of altering the minutes more difficult. It is still necessary to have an original, official copy, and suggested that the treasurer also keep an official copy with the organization’s financial records.

Minutes of the previous meeting are read at the opening of each meeting. If individual copies of the minutes have been provided to the members ahead of time or are lengthy, it is appropriate to allow an opportunity for the members to read them privately and dispense with the public reading. Corrections should be noted in red and initialed by the secretary. The use of “Respectfully submitted” is not necessary. “Approved,” or “Approved as corrected” and the date of approval, should be written at the end of the minutes of each meeting. The secretary or secretary pro tem signs the minutes pro tem.

Secretaries may make motions or nominations, or enter discussions, and vote the same as any other member.

It may be helpful for the secretary to record the meeting to assist in writing the minutes. The tapes of the meeting should then be retained until those minutes have been approved.

If a long period of time will elapse before the next meeting, or if there will be a change in the body (such as at the end of the year), it is appropriate for the president to appoint an audit committee for the minutes. The secretary should not serve on this committee. The committee audits the minutes for accuracy, and notes changes on the minutes. In addition to the secretary’s signature, the audit committee would also sign the minutes:

Audited by: (names)
Date: (date change was noted)

In writing minutes, the following outline should be used:

Hauser Junior High PTA
Meeting Minutes

Date:

Location:

Meeting Called to Order By:

Time:

Attendance: Number of attendees
(Note: Some groups list the names of attendees. That’s optional and not recommended by some attorneys. Legally, you must simply state whether or not a quorum is present.)

Minutes: Minutes of mm/dd/yyyy meeting read and accepted (or amended— if so, include details).

Officers’ Reports

President: Name of speaker

Vice President: Name of speaker

Treasurer: Name of speaker. Treasurer’s report read and accepted (or amended). Report attached.

Principal: Name of Speaker

Committee Reports

XXXX Committee: Name of speaker:

XXXX Committee: Name of speaker:

XXXX Committee: Name of speaker:

Old Business

Include key information and motions voted on. It’s not necessary to include the details of the debate. You also don’t need to include the names of people who make and second motions, but you may.

New Business

Announcements

Next meeting is mm/dd/yyyy at time, place

Meeting Adjourned At: Time

Minutes Compiled By: Name, Title

AS CORRESPONDING SECRETARY

The corresponding secretary conducts the official correspondence of the PTA.

Duties:

1. To conduct the correspondence of the PTA.

2. To read all correspondence at the PTA meetings.

3. To notify officers, committee members, and delegates of their election or appointment.

4. To send all notices of executive board and other meetings.

5. To send thank you notes, sympathy cards, etc.

6. To keep a file of all correspondence.

7. To write any other letters as directed by the president.

The corresponding secretary should have a supply of PTA letterhead and envelopes. An additional help is a standard dictionary of spelling and word division. Correct spelling of words is essential.

It helps to go over the correspondence before being called upon to read it. If possible, “hi-lite” the most important items, who, what, when, where, and why, to make sure your members’ interest is held; but do not make the reading of correspondence so brief that the intent is lost.

AS AN EXECUTIVE COMMITTEE MEMBER

1. Be an enthusiastic supporter of all the activities and projects of PTA.

2. Be an ambassador of PTA, saying positive things about activities and explaining PTA to people who may not understand what we are about.

3. Be a membership promoter.

4. Encourage members to become active participants.

5. Be host/hostess at any PTA function, making sure everyone is comfortable and feels welcome.

6. Keep eyes and ears open to needs, concerns or problems of board and general members.

7. Look for issues or concerns that the PTA should be tackling.

8. Read all material provided and encourage its use by the board and membership.

9. Attend PTA meetings, which in 2007-2008 will be held:
September 19 - 6:00 p.m.
November 13 - 9:00 a.m.
January 17 - 6:00 p.m.
March 14 - 9:00 a.m.
April 16 - 6:00 p.m.
May 12 - 9:00 a.m.

10. Provide a brief written committee report for e-mail distribution in October and December.

11. Write a 1-page review at the conclusion of a program or event for which the officer/chair is responsible.