PTA SECRETARYAugust 19, 2017

Pinellas Park HS

Presented by:

Kristina Garcia

secretary@pccpta.org

Secretary, PCCPTA

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.

PTA Secretary

RECORDING SECRETARY

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

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

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

■ All motions (except those withdrawn), points of order and appeals, whether sustained or lost, and the name of each member who introduced a main motion, but not the name of the seconder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

PTA Custodian

■ Keep a permanent file of all minutes,

agendas, reports, the charter and an

APPROVED copy of the local unit bylaws

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

Council Delegates■ Follow-up to ensure your delegate list was

submitted & maintain a copy in your

records

Barbara Pace

Membership Chair

12090 Starkey Road, Largo, 33773

membership@pccpta.org

Keep your list up-to-date!

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……

CORRESPONDING SECRETARY

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

DO’S & DON’TS

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 e-mail to

entire board)

■ Do be specific when recording corrections in the minutes

(and include the date corrected)

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

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.

What belongs in a set of minutes:

▪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: $ 21,815.12

Income $ 100.00

Expenses: $ 3,592.36

Balance: $ 18,322.76

▪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

“What belongs in a set of minutes”(Continued:)

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

Sample AgendaABC Elementary School PTA

Executive Board Meeting

September 7, 2013 @ 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 emailed to you.” Are there any corrections?” (note corrections.) “The minutes stand approved as

read/emailed/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. “

Sample Agenda ABC Elementary School PTA

Annual MeetingSeptember 7, 2013 @ 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

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

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…..

It’ll make your job easier!!

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

727-743-1904

BEST OF LUCK IN THE 2017-2018 SCHOOL YEAR!