Secretary

Job Description & Resources

Approximate time required
3 hours per month

Google Drive: Secretary Shared

Attend PAC Meetings and Executive Committee Meetings

Take Meeting Minutes

{Suggestion: Make a copy of the agenda from Google Docs and type it directly on it!}

Meeting Minutes Training Document

Meeting Minutes Template

File and Post Meeting Minutes within 72 hours to the Google Drive, the link is submitted to other locations:

Google Drive Folder: Meeting Agendas, Minutes, Reports - Public Viewing

Facebook Group: https://www.facebook.com/groups/navigatenidespac/
Membership List: NavigatePACMembers@googlegroups.com
> Post the link from the Google Doc that is in the Drive. No need to post it twice or separately. 

Notify members of upcoming meetings by:

• • Keeping an accurate date list on the Website

Edit using your PAC Gmail Account: https://sites.google.com/view/navigate-pac/home

• • Sending a composed reminder email to the Principal Wednesday Morning before 8am, 7 days prior/the week of the Wednesday PAC Meeting. This should be done in partnership with the Chairperson. 

  • Create Meeting Events on Facebook.

Facebook Group: https://www.facebook.com/groups/navigatenidespac/

Keep an accurate copy of the constitution, bylaws, and any other needed documentation and records of the PAC.

Google Drive Folder: Constitutions, Bylaws, and Job Descriptions (Public Viewable)

Make records available to members upon request. 

Issue and receive correspondence on behalf of the PAC.  

navigatesecretary@gmail.com

Add members to the Direct Email List

NavigatePACSecretary@gmail.com is set to receive a notice when someone completes the form. 

Best Practice: Update the Direct Email List weekly. 

Original Form: Please add me to the Navigate PAC direct email list!

Google Drive: Please add me to the Navigate PAC direct email list! (Responses)
> Tab - Form Responses: 

• Automatically Populates from the form. 

• Manually add from the PAC Meeting Attendance List or other sign-up sheets. 

> Tab - Form Responses > "Status" Column - Manually added. 

• "Added" when adding group members to the Google Group. 

• "Duplicate" If they are a duplicate, Google Groups will tell you that "these people weren't added because they are a duplicate. When that happens, update the line to "Duplicate." 

• "Invited." Sometimes people have turned off the ability to be automatically added to groups and need to be "invited" from Google Groups or "invited" via email link. 

> Tab -  Templates: 

• Google Group Direct Add Template

• Google Group Invite & Join Link Template 

Direct Email List Google Group: https://groups.google.com/g/navigatepacmembers
> Use the "Direct Add" feature. 

Maintain Google Drive with standard naming conventions

>> YYYY - MM/DD Document File << 

This keeps everything in numerical and chronological order!