1. PTA LOCAL UNIT SECRETARY DUTIES

2. DUTIES OF THE SECRETARY-
KEEP ACCURATE RECORDS OF THE PROCEEDINGS OF YOUR PTA
PREPARE MINUTES TO BE APPROVED
PREPARE AGENDAS FOR ALL MEETINGS

3. WHAT ARE MINUTES?
A LEGAL DOCUMENT RECORDING WHAT WAS DONE AT A MEETING. NOT WHAT WAS SAID.
THEY SHOULD NEVER REFLECT THE OPINION OF THE SECRETARY ON ANYTHING SAID OR DONE.

4. AN OUTLINE OF MINUTES- OPENING PARAGRAPH TREASURER’S REPORT
REPORTS OF OTHER OFFICERS
REPORTS OF COMMITTEES
UNFINISHED BUSINESS
NEW BUSINESS
ANNOUNCEMENTS
CLOSING PARAGRAPH

5. A STANDARD OPENING PARAGRAPH IS-
KIND OF MEETING: REGULAR, SPECIAL, ADJOURNED
NAME OF THE ORGANIZATION
DATE, TIME AND PLACE OF MEETING
THE FACT THAT THE REGULAR PRESIDING OFFICERS AND SECRETARY WERE PRESENT, OR IN THEIR ABSENCE, THE NAMES OF PERSONS SUBSTITUTED FOR THEM
WHETHER THE MINUTES OF THE PREVIOUS MEETING WERE READ AND APPROVED

6. OPENING PARAGRAPH EXAMPLE-
THE REGULAR MEETING OF THE GREAT LAKES PTA UNIT WAS CALLED TO ORDER AT 8 a.m. ON JULY 5, 2003, AT THE CHICAGO BOARD OF EDUCATION BUILDING. PRESIDENT LINDA HODGE PRESIDED AND JAN HARP DOMENE RECORDED THE MINUTES. THE MINUTES OF THE PREVIOUS MEETING WERE APPROVED.

7. WHAT IF PREVIOUS MEETING NOTES ARE NOT APPROVED?
MAKE CORRECTIONS ON PREVIOUS MEETING NOTES WITH RED PEN
INITIAL & DATE
VOTE FOR “APPROVAL AS CORRECTED”

8. RECORD WHAT IS DONE, NOT WHAT IS SAID.
PROPOSALS ARE OFFERED IN THE FORM OF A “MOTION” THAT THE GROUP DO SOMETHING.
A MOTION BEGINS WITH “I MOVE THAT…” AND THEN THE PROPOSAL.
“I MOVE THAT..” IS A SECRETARY’S CUE TO TAKE DOWN THE NEXT STATEMENT.

9. MOTION FORMS
USE MOTION FORMS TO WRITE EXACT WORDING AS STATED BY THE CHAIR AND ADOPTED BY THE MAJORITY. ATTACH ORIGINAL WRITTEN MOTION TO THE NOTES.

10. “I MOVE THAT…” EXAMPLE-
JAMES OLSON SAYS: “MADAM PRESIDENT, BECAUSE OF OUR THIRD FLOOR MEETING ROOM IS NOT ACCESSIBLE TO DISABLED MEMBERS, I MOVE THAT ALL MEETINGS BE HELD IN ROOM 141.”
SECRETARY’S NOTES SAY:
IT WAS MOVED THAT ALL MEETINGS BE HELD IN ROOM 141. THE MOTION WAS ADOPTED (OR DEFEATED) (ATTACH ORIGINAL MOTION TO NOTES)

11. COMMITTEE REPORTS- CAN BE WRITTEN OR PRESENTED ORALLY
CAN BE FOR INFORMATION ONLY OR END WITH A RECOMMENDATION ON WHICH THE BODY TAKES ACTION
COMMITTEES NEED NOT REPORT IF THEY HAVE NOTHING NEW

12. COMMITTEE REPORTS NOTES-
RECORD THE FULL NAME OF ANYONE GIVING A REPORT.
IF A COMMITTEE REPORTS WITH INFORMATION ONLY, THE REPORT IS NOT PART OF THE MINUTES
HOWEVER, FOR INFORMATIONAL PURPOSES, COMMITTEE REPORTS MAY BE ATTACHED TO THE MINUTES
IF THE REPORT ENDS WITH A RECOMMENDATION IS GOES “BY DIRECTION OF THE RESOURCE COMMITTEE, IT WAS MOVED AND SECONDED THAT…”

13. OTHER IMPORTANT INFORMATION TO RECORD
RECORD ALL COUNTED VOTES, BOTH FOR & AGAINST
RECORD NAMES OF COMMITTEE APPOINTMENTS & NOMINEES
RECORD ALL APPEALS & RULINGS
RECORD ANY LETTERS READ OR ACTIONS TAKEN

14. DO NOT RECORD DEBATE & DISCUSSION (UNLESS ORDERED) PERSONAL OPINIONS
DISCRIPTIVE PHRASES

15. STANDARD CLOSING PARAGRAPH-
STATES THE HOUR OF ADJOURNMENT AND IS FOLLOWED BY THE SIGNATURE OF THE SECRETARY.
“THE MEETING ADJOURNED AT 5:30 p.m. _____________, Secretary”

16. REMEMBER….
MINUTES ARE A PERMANENT RECORD OF THE LOCAL PTA UNIT AND NEED TO BE KEPT FOREVER!

17. NATIONAL PTA EXECUTIVE DIRECTOR
“WHETHER IT’S A BABY STEP, A HOP, A JUMP OR A SIGNIFICANT LEAP, BEGIN EACH NEW DAY WITH THE DESIRE TO EXCEL AND A PASSION FOR GREATNESS. “
BYRON V. GARRETT
NATIONAL PTA EXECUTIVE DIRECTOR