What you need to know; PTA secretary Lori Prussman
Description: 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
Related Topics
Download Presentation
"What you need to know; PTA secretary Lori Prussman" is the property of its rightful owner. Permission is granted to download and print the materials on this website for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Presentation Transcript
slide1. What you need to know; PTA secretary Lori Prussman
MOPTA Secretary
816-262-2664<br>
slide2. 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<br>
slide3. 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<br>
slide4. Before each meeting Notify membership of upcoming meeting
Date, location and time…
Postcard (postal mail or school mail)
Flyer
Email
Facebook
Twitter<br>
slide5. 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<br>
slide6. 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<br>
slide7. 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.<br>
slide8. 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<br>
slide9. 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<br>
slide10. 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 made available at general assembly meeting
Storing minutes on a thumb drive is a good idea<br>
slide11. Permanent record A hard copy of minutes
A hard copy of your yearly financial reports
A hard copy of your tax filing
A hard copy of your unit tax exempt letter<br>
slide12. MOTION FORM
Date:_________________
I make a motion to __________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Signature:_____________________________
2nd:___________________________________
Please sign and return form to the Secretary.<br>
slide13. St. Joseph PTA Council
General Meeting
March 1, 2010
I. Call meeting to order
The meeting was called to order at 6:30pm March 1, 2010 by Lori Prussman, President.
II. Pledge to the Flag/ Thought
Lori Prussman and Shelby Hawkins led the pledge. Shelby Hawkins gave the thought for the evening.
III. Speaker Presentation: Library Tax
Dr. Molly Pierce had requested a few minutes for some members to speak about the upcoming library tax issue. Due to a miscommunication they were unable to attend. Dr. Pierce just asked everyone to be aware of the issue and become educated.
IV. Secretary Report: Motion to accept by Berry Johnson, second by Casey Loch. Minutes were approved.
V. Treasurer’s Report: Motion to accept by Dr. Molly Pierce, second by Brigitte Lindstrom. Report was approved.
VI. Reports:
Founder’s Day: Thank you to Angie and Sarah for an awesome job planning the event. There were over 200 people in attendance.
Reflections: Winners have not been announced yet. Unit presidents and Lori will get a report soon. Our district celebration is April 15, 2010.
PTA University: Brigitte Lindstrom reported that is would be Saturday, April 10, 2010 at TMC beginning at 9am. PTA presidents are encouraged to make sure new officers know about the event. There will be representatives from state to presenting lots of information on topics for presidents, treasurers, and more. There will also be information about memberships, recruiting volunteers, and more. Packets will soon be sent to incoming officers and principals. The only cost will be $6.25 for lunch.
Ways and Means: Casey Loch stated that Major Saver kickoff assemblies would be April 21-22, 2010. The sale would be April 26 – May 3. They are looking for ways to involve the high school students more. If you have any concerns contact Casey.
VII. Old Business:
Election of Officers:
Casey Loch made a motion to accept the following slate of officers as proposed. Lindsey Minson seconded the motion.
Slate of Officers:
President – Lori Prussman, 1st Vice – Sherri Manville, 2nd Vice – Brigitte Lindstrom, 3rd Vice – Barb Harris, Rec. Sec – Brenda O’Meara, Corr. Sec. – Peggy Wood, Treasurer – Mary Kelly, Sgt. At Arms- Christine Prussman, Carpenter Board Members: Sandy Frazier, Sherri Manville, and Azure Hailey for 3 year terms.
VIII. New Business:
New officers form (see clippings for a copy of the form) needs to be turned into council by March 15 and state by March 31.
Grant applications will be emailed to unit presidents and building principals soon. The deadline to apply is March 30, 2010. The grants will be $500 this year. Checks for grants that are approved will be given out at the April 6, 2010 council meeting.
Long Range Planning: www.stjoekids.com/signup Please sign up to participate in the forums. By signing up you will receive emails regarding the dates and locations of the forums.
Council Website: Tabled until next month.
IX. President’s Report:
Membership deadline is the first of each month – please review the membership report.
State “good standing” – Please review the report. If your unit is not in good standing turn in the information that is needed.
State PTA Leadership Conference / April 23-24 at the KCI Airport – Hilton. Information packets should be out soon.
X. Candidates for school board Q and A
The forum began at 6:45pm. Each candidate was allowed to introduce themselves and then they answered a series of questions presented by Lori Prussman. A few audience members also asked questions.
XI. Open floor/ Comments
XII. Door Prizes – Three were given.
Meeting adjourned at 7:45pm
Recorded by Mary Kelly<br>
slide14. What information to include in minutes Type of meeting…..general, executive or special
Date
Time meeting was called to order
Location of meeting
If there was a quorum present
Small group, list names of those present
Approval of minutes; with or without corrections
Highlights from treasurer’s reports….beginning balance, total deposits, total expenses, ending balance<br>
slide15. Highlights from any reports presented
Future meeting dates
Time meeting was adjourned
Name of secretary or person taking the minutes
Motions
Exact wording (person making the motion should fill out motion form)
Name of person who made the motion
That the motion had a second (do not need to include their name)
Motion carried or Motion failed
You may note any discussion that lead to the motion<br>
slide16. Tips Minutes are not a transcript of the meeting, word for word is not needed
Information that is pertinent to discussion should be noted
Minutes should have enough information that it is easy to follow the discussion
Motions must be worded exactly as they are presented
Motion forms should be kept with minutes as part of the permanent record
List committee members names when a report has been presented
Since this is your permanent record the clearer the wording the better. There may be a time that you need to pull out minutes from a previous meeting to verify an action. Having an accurate accounting of meetings is very important.
Check your bylaws for any other duties that are related to your office<br>
MOPTA Secretary
816-262-2664<br>
slide2. 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<br>
slide3. 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<br>
slide4. Before each meeting Notify membership of upcoming meeting
Date, location and time…
Postcard (postal mail or school mail)
Flyer
Twitter<br>
slide5. 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<br>
slide6. 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<br>
slide7. 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.<br>
slide8. 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<br>
slide9. 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<br>
slide10. 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 made available at general assembly meeting
Storing minutes on a thumb drive is a good idea<br>
slide11. Permanent record A hard copy of minutes
A hard copy of your yearly financial reports
A hard copy of your tax filing
A hard copy of your unit tax exempt letter<br>
slide12. MOTION FORM
Date:_________________
I make a motion to __________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Signature:_____________________________
2nd:___________________________________
Please sign and return form to the Secretary.<br>
slide13. St. Joseph PTA Council
General Meeting
March 1, 2010
I. Call meeting to order
The meeting was called to order at 6:30pm March 1, 2010 by Lori Prussman, President.
II. Pledge to the Flag/ Thought
Lori Prussman and Shelby Hawkins led the pledge. Shelby Hawkins gave the thought for the evening.
III. Speaker Presentation: Library Tax
Dr. Molly Pierce had requested a few minutes for some members to speak about the upcoming library tax issue. Due to a miscommunication they were unable to attend. Dr. Pierce just asked everyone to be aware of the issue and become educated.
IV. Secretary Report: Motion to accept by Berry Johnson, second by Casey Loch. Minutes were approved.
V. Treasurer’s Report: Motion to accept by Dr. Molly Pierce, second by Brigitte Lindstrom. Report was approved.
VI. Reports:
Founder’s Day: Thank you to Angie and Sarah for an awesome job planning the event. There were over 200 people in attendance.
Reflections: Winners have not been announced yet. Unit presidents and Lori will get a report soon. Our district celebration is April 15, 2010.
PTA University: Brigitte Lindstrom reported that is would be Saturday, April 10, 2010 at TMC beginning at 9am. PTA presidents are encouraged to make sure new officers know about the event. There will be representatives from state to presenting lots of information on topics for presidents, treasurers, and more. There will also be information about memberships, recruiting volunteers, and more. Packets will soon be sent to incoming officers and principals. The only cost will be $6.25 for lunch.
Ways and Means: Casey Loch stated that Major Saver kickoff assemblies would be April 21-22, 2010. The sale would be April 26 – May 3. They are looking for ways to involve the high school students more. If you have any concerns contact Casey.
VII. Old Business:
Election of Officers:
Casey Loch made a motion to accept the following slate of officers as proposed. Lindsey Minson seconded the motion.
Slate of Officers:
President – Lori Prussman, 1st Vice – Sherri Manville, 2nd Vice – Brigitte Lindstrom, 3rd Vice – Barb Harris, Rec. Sec – Brenda O’Meara, Corr. Sec. – Peggy Wood, Treasurer – Mary Kelly, Sgt. At Arms- Christine Prussman, Carpenter Board Members: Sandy Frazier, Sherri Manville, and Azure Hailey for 3 year terms.
VIII. New Business:
New officers form (see clippings for a copy of the form) needs to be turned into council by March 15 and state by March 31.
Grant applications will be emailed to unit presidents and building principals soon. The deadline to apply is March 30, 2010. The grants will be $500 this year. Checks for grants that are approved will be given out at the April 6, 2010 council meeting.
Long Range Planning: www.stjoekids.com/signup Please sign up to participate in the forums. By signing up you will receive emails regarding the dates and locations of the forums.
Council Website: Tabled until next month.
IX. President’s Report:
Membership deadline is the first of each month – please review the membership report.
State “good standing” – Please review the report. If your unit is not in good standing turn in the information that is needed.
State PTA Leadership Conference / April 23-24 at the KCI Airport – Hilton. Information packets should be out soon.
X. Candidates for school board Q and A
The forum began at 6:45pm. Each candidate was allowed to introduce themselves and then they answered a series of questions presented by Lori Prussman. A few audience members also asked questions.
XI. Open floor/ Comments
XII. Door Prizes – Three were given.
Meeting adjourned at 7:45pm
Recorded by Mary Kelly<br>
slide14. What information to include in minutes Type of meeting…..general, executive or special
Date
Time meeting was called to order
Location of meeting
If there was a quorum present
Small group, list names of those present
Approval of minutes; with or without corrections
Highlights from treasurer’s reports….beginning balance, total deposits, total expenses, ending balance<br>
slide15. Highlights from any reports presented
Future meeting dates
Time meeting was adjourned
Name of secretary or person taking the minutes
Motions
Exact wording (person making the motion should fill out motion form)
Name of person who made the motion
That the motion had a second (do not need to include their name)
Motion carried or Motion failed
You may note any discussion that lead to the motion<br>
slide16. Tips Minutes are not a transcript of the meeting, word for word is not needed
Information that is pertinent to discussion should be noted
Minutes should have enough information that it is easy to follow the discussion
Motions must be worded exactly as they are presented
Motion forms should be kept with minutes as part of the permanent record
List committee members names when a report has been presented
Since this is your permanent record the clearer the wording the better. There may be a time that you need to pull out minutes from a previous meeting to verify an action. Having an accurate accounting of meetings is very important.
Check your bylaws for any other duties that are related to your office<br>