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Resources for Secretaries
Resources for Secretaries
Quick Tips for Secretaries
Quick Tips for Secretaries
Prior to the Meeting:
Prior to the Meeting:
- 10 days prior to meeting, president sends out draft agenda and requests that people on the agenda email written reports to secretary and president three days before the meeting.
- 4 days prior to meeting, president sends updated agenda and final request for written reports (due Friday before meeting), and a copy of the previous meeting minutes.
- Secretary copy-and-pastes written reports into Meeting Minutes template in PTA's Google Drive (or other cloud-based storage system), using the meeting's agenda as the basic outline.
- Send out reminder email to anyone who has not yet sent in a written report and copy president.
At the Meeting:
At the Meeting:
- Bring a printed copy of the Sign-in Sheet
- At the meeting, follow along as people give reports. If they don’t cover something they’ve sent in their written report, prompt to ask them.
- Reports don’t have to be overly detailed and wordy. Not every word must be captured.
- If someone didn’t supply a report, type as they speak, capturing general gist and ask them to submit their report after the meeting.
- No need to audio record meetings.
- No need to note who makes the motion, seconds or any of the discussion.
- Votes are only recorded if there is something that’s not unanimous.
- Motions are bolded and italicized in meeting minutes:
- Motion to adopt the May 2020 CUC Treasurer’s Report. Second. Discussion. Motion passes.
- Motion to add a Spring Tea to the program calendar. Second. Discussion. Vote: 5 yes. 7 no. Motion fails.
After Meeting (same day):
After Meeting (same day):
- Review sign in list. Check Meeting Minutes Document for spelling errors. Email meeting minutes to exec board as pdf.
- Make a copy of meeting minutes and name it for the next meeting. Name files as follows with date first for better organization of files:
- Year-Month-Date Unit Name Exec Meeting Minutes (e.g., 2020-09-07 CUC Exec Mtg Minutes)
- On the new copy, change meeting date, delete previous names and reports so the document is ready to fill in with next month’s reports.
- Make changes to minutes if anyone provides corrections.
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