The Recording Secretary takes minutes for all Executive Board and General Board Meetings.
All decisions and planning for upcoming events are to be documented.
Minutes are to be written and shared within 48 hours to be approved by the EB. Changes are to be received within 48 hours.
GB meeting minutes are to be available to all PTO members via paper or electronically at next meeting or available upon request. In the past general board minutes have been shared by a link on the PTO newsletter or school website.
A sign up sheet is to be provided at each meeting. Sign-up sheets should be used to provide number of members present for recording purposes and new email addresses should be added to email distribution. Occasionally rewards are offered to children of parents who attend such as Starbucks. In the past I gave Ms. Whitson the sign-up sheet and she passed out the Starbucks. Bring pencils!
If items are voted on by the executive board by email, an addendum should be added to the bottom of the previous meeting minutes to note this. All items voted on should be documented to ensure a quorum.
Changes in access to PTO bank account access must be documented in meeting minutes every year.
Maintain consistency in meeting minutes format.
Maintains order and ensures by-laws and procedures are followed.