What you need to know; PTA secretary Lori Prussman

Transcript:What you need to know; PTA secretary Lori Prussman:
What you need to know; PTA secretary Lori Prussman MOPTA Secretary 816-262-2664 Basic responsibility Keep an accurate record of meetings (minutes) Executive committee General assembly Special meetings Minutes are the permanent record of your unit or council Accuracy and timely preparation is key to this position Additional responsibilities You may be asked to also take care of any correspondence Incoming correspondence Outgoing correspondence Notification of upcoming meetings Notifications of upcoming events Facebook notifications Twitter notifications Contact the media Submit officers form to State PTA by March 31st Before each meeting Notify membership of upcoming meeting Date, location and time… Postcard (postal mail or school mail) Flyer Email Facebook Twitter The president may ask for your assistance with developing the agenda. Send out notification; include the following Agenda Minutes of previous meeting Treasurer’s report Any other information that pertains to the meeting At the meeting Have those present sign in on attendance sheet Verify that a quorum is present Copies of agenda, treasurers report, draft of minutes and other handouts should be made available Have motion forms available Take notes to prepare minutes Present draft minutes when scheduled on agenda Read any correspondence Count votes if necessary After the meeting If there have been any corrections to the draft minutes make changes before the minutes get added to your PTA permanent record. Check with president to see if there is any correspondence that needs to be sent out before the next meeting. This could be thank you notes or responses to any correspondence that had been received. Items the secretary should have at all times Minutes from previous meetings including the agenda’s Pertinent reports that are associated with minutes A report of any unfinished business that the group needs to address from previous meetings Current agenda Copy of current bylaws and standing rules If you are a unit…a current list of members If you are a Council…a current list of units that have paid council dues If you are a Council….a current list of units in good standing Current list of officers Current list of committee chairs Motion forms Blank thank you notes and blank note cards plus postage Notepad and pen for taking notes Minutes approval Executive meeting minutes should be approved at the following executive meeting General assembly minutes should be approved at the following general assembly meeting Minutes should always be kept separate Special meeting minutes should be