Secretary

How to record minutes following a sample agenda: 
 
 CALL TO ORDER (on time) 

The president stands, raps gavel once and calls the meeting to order.

 “The meeting will please come to order”        
 

READING/APPROVAL OF MINUTES 

With approval of the group, the minutes may be assigned to a committee for approval or 

correction.


 

 No Motion Needed
"The secretary has presented/posted the minutes of the______ meeting. Are there any corrections?" (Omissions and additions are also corrections.)
"The minutes stand approved as presented." or
"The minutes stand approved as corrected."

FINANCIAL REPORTS

(treasurer, financial secretary, budget and finance chairman)

 

 NO MOTION NEEDED

 “________will present the treasurer’s report.”

“You have heard the report of the treasurer. Are 

there any questions?”

“The report will be filed for the auditor.”

 AUDIT REPORT (semi-annual)

MOTION REQUIRED TO ADOPT AUDIT

“It has been moved and seconded that the 

audit report be adopted.”

 

(follow steps for a motion)

 
PRESENTATION OF BILLS
Since approval of budget does not authorize expenditure of funds, BILLS MUST BE PRESENTED AND THEIR PAYMENT VOTED UPON. Bills are itemized in the minutes as to amount, payee, and purpose.)


 MOTION REQUIRED TO PAY BILLS 
"The treasurer will read the bills." "It has been moved and seconded that the bills be paid." (follow steps for a motion.) 

COMMUNICATIONS

Communications are read by (corresponding) secretary and, if action is required, may be acted upon as read. 

 

“The (corresponding) secretary will read the 

 

communications.”

 
 
 REPORT OF THE EXECUTIVE BOARD(for association meetings) 

A summary report (not the minutes) is read for the information of the members. Recommendations are voted upon one at a time, the secretary moving the adoption of any of the recommendations. 

MOTION IS REQUIRED BUT NO SECOND IS 

NEEDED WHEN A MOTION COMES FROM A 

 

COMMITTEE/BOARD

 

“The secretary will present the report of the

 

 executive board.”

 

“You have heard the recommendations.” 

 

(follow steps for a motion)

 

REPORTS OF COMMITTEES

President calls for the “report of the “committee”, not the “chairman’s report”. Person making the report moves the adoption of any recommendations.  


___________ will present the report of the 

 

 __________committee.”

 

“Are there any questions regarding the 

 

report? If not, the report will be filed.” or

 

“You have heard the recommendations.” 

 

(follow steps of a motion.)

 
 
 UNFINISHED BUSINESS

President presents each item of unfinished business. (The president does not ask “is there any unfinished business?”


The first item of unfinished business is 

 

 _________________________________”

 
 

NEW BUSINESS

A motion is necessary before discussion and vote on any new business. 

“The first item of new business is 

 

_________________________________”

 
 

 PROGRAM

The president introduces the chairman to present the program.

"_____________will present the program.”

 
 
ANNOUNCEMENTS

Date of next meeting and important activities should be announced. If there is a social time following the meeting, this should be announced. 

 

“Are there any announcements?”  

 

Examples: “The next meeting will be ____” 

 

“Refreshments will be served.”

 

 NO MOTION IS NECESSARY

 


ADJOURNMENT

President raps gavel once.

 

“The meeting is adjourned.”


Leadership Commission

California State PTA www.capta.org The Communicator January 2008


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