We actually have two secretaries: Corresponding and Recording. We split the job a few years ago to spread the work load and get another person involved at the board level. CS is responsible for all aspects of communication and p.r. She maintains our display case, website (working with our Media tech), quarterly PTO newsletter, email broadcasts, school newsletter announcements, PTO meeting reminder notes, and thank you notes, and hangs our Welcome sign. Our RS types up the monthly agenda, and takes minutes at our Executive Board and General meetings.
Since you are just one secretary, you're probably focusing on the minute-taking responsibilty. We didn't have enough womanpower to do the p.r. stuff until we split the job in two.
(Different from writermom's PTO, our VP's coordinate with our committees and handle the volunteer sign ups).
Other than a basic format for a meeting agenda and minutes, I can't think of any standard documents our secretaries use. Take good meeting notes, prepare accurate minutes (without extraneous details) and prepare them in a timely fashion and you'll do your PTO well.
In addition to the duties Luv describes above, our secretary also updates the bulletin board outside of the office--she is very creative and it looks great! She also changes the outdoor sign to announce PTO meetings, sends out the minutes via email, and coordinates volunteers for events. She also chairs a committee for each event we have and generally assists with whatever I (the VP) or president needs.
I am not aware that she has any set forms that she uses,but then again, all of our old files were thrown out and we are basically starting from scratch again this year.
You might want to check your bylaws to see what your job description is and ask the president what she expects of you. You can also check with the previous secretary to find out what she did.
Our secretary's main job is to record the minutes of each board and general meeting. She just takes qucik handwritten notes about each topic that is discussed and records the motions and results of any votes taken. She then types them up and gives copies to the Presidents at the next meeting. You can probably find a info on this in Robert's Rules of Order. The secretary we had last year even taped the meetings to use the recording along with her notes to recreate the formal minutes.
Our secretaries have also handled thank you notes, meeting notices, getting childcare for our meetings, and this year she is doing our website. The website thing only came about because her husband is a whiz at computers and can help her.
Hi there, this is my first time "posting" so I am hoping I do this correct and don't make a huge mess here on the board. My main question is: I am a new secretary of our school PTO. I have seen where some of you have "forms" and "templates" for different things. Honestly, I am REALLY unsure what to do as a secrtary and was wondering if anyone would mind sharing with me idea, comments, forms, templates, whatever you feel would help me to do this Secretary Duty CORRECT in the best possible way. I am very willing to learn what I need to and very dedicated to the job I have been elected to do, however am just a little lost to start. THANK YOU so much to anyone who is interested in taking their time to answer and / or help me out! Have a great day! BES
Oh, I am not real sure if my email address will show up on this or if you answer to me on here (remember I am VERY NEW [img]smile.gif[/img] ........) But my email address is This email address is being protected from spambots. You need JavaScript enabled to view it. Thank you gaain!
