National PTA

meeting were read and approved National PTA6 Opening Paragraph " The regular meeting of the XYZ PTA Unit was called to order at 8 a.m. on July 5, 2003, at the XYZ Building.<br><br> President ABC presided and Secretary CDE recorded the minutes. The minutes of the previous meeting were approved. National PTA7 Record What is Done, Not What is Said " Proposals the organization must consider are offered in the form of a cmotion d that the group do something.<br><br> " A motion begins with cI move that& d and then the proposal. " If you are a meeting recorder, listen carefully for those three words. It 9s your cue to take down the next statement.<br><br> National PTA8 cI move that& d " James Olson says: " cMadam President, because our third floor meeting room is not accessible to disabled members, I move that all meetings be held in Room 141. d " You need to capture only the words cthat all meetings be held in Room 141. d National PTA9 How Recorded in the Minutes " It was moved cthat all meetings be held in Room 141. d The motion was adopted (or defeated). Or " A motion cthat all meetings be held in Room 141 d was adopted (or defeated). National PTA10 cI move that& d " Jane Williams says: " cMembers may not be aware of the increased use of the computer room by nonmembers.<br><br> The computer room supervisor has recommended that the computer room be open to nonmembers only during the weekend. I move the adoption of the computer room supervisor 9s recommendation. d National PTA11 How Recorded in the Minutes " Upon the recommendation of the computer room supervisor, it was moved cthat the computer room be open to nonmembers only during the weekend. d The motion was adopted (or defeated). " Upon the recommendation of the computer room supervisor, a motion cthat the computer room be open to nonmembers only during the weekend d was adopted (or defeated).<br><br> National PTA12 Motion Forms " Make regular use of motion forms National PTA13 Standard Closing Paragraph " The last paragraph of the minutes states the hour of adjournment and is followed by the signature of the secretary/recorder. " The words cRespectfully submitted d-- while used occasionally--represent an outdated practice not essential in signing the minutes. National PTA14 Closing Paragraph Example " The meeting adjourned at 5:30 p.m.<br><br> (your name) , Secretary " The use of cRespectfully submitted d is old fashioned and should be avoided. National PTA15 Reports of Committees " When a committee or individual reports information to the members, the report is merely referred to: The special committee on fundraising reported on its activities and indicated that grants in excess of $100,000 were raised this year. National PTA16 Reports with Recommendations " When a report ends with a recommendation, the recommendation is made by the committee chair or reporting member in the form of a motion " The secretary records this motion 9s disposition like any other motion " The motion in the minutes might be preceded by a few lead-in words such as cBy direction of the resource committee, it was moved and seconded that& d National PTA17 Handling Amendments " An amendment is a proposal to change the wording of the original motion by adding words, striking out words, or striking out words and inserting other words in their place.<br><br> " As secretary/recorder, you need to keep track of the amendments and whether or not they are adopted or defeated. National PTA18 Handling Amendments " When preparing the minutes, however, show only the final wording of the motion as it may have been amended. Don 9t list the separate amendments in the minutes.<br><br> " Original motion: cthat we publish a weekly calendar of PTA events. d " Amendment: cto strike out 8weekly 9 and insert 8monthly. 9 d " The amendment was adopted and then the original motion as amended was adopted. National PTA19 Final Wording in the Minutes " After amendment a motion was adopted cthat we publish a monthly calendar of PTA events. d " No reference is made to the fact that cweekly d was considered. National PTA20 What Can You Do?<br><br> " Write out your main motion in advance " Let it cgel d overnight, over lunch, or even over the next five minutes " Have a colleague critique it and help improve it with the aim of minimizing amending and getting your proposal adopted " Stay on track National PTA21 Committees " Two types of committees 3 Standing committees 3 Special committees " Also called ad hoc committees or task forces " Purpose of committees 3 Study, investigate, report/recommend National PTA22 Committee Reports " Can be written or presented orally " Can be for information only or end with a recommendation on which the body takes action " Committees need not report if they have nothing additional to report since the previous meeting National PTA23 Minutes and Committee Reports " When a committee reports with information only, the report is not part of the minutes " However, for informational purposes, committee reports may be attached to the minutes National PTA24 PTA Policy " Minutes will continue to have committee reports attached to them for informational purposes " Committees wishing to have their report attached to the minutes must give a written copy of the report to Barb Sargent no later than prior to presenting the report at the meeting " If a written report is not received from a committee, nothing will be attached to the minutes. National PTA25 PTA Policy " For committee reports presented orally, the secretary will not prepare a written summary of the committee reports from the audiotapes " The committee may prepare its own written version of the verbal report and give it to the secretary prior to the meeting National PTA26 Committee Recommendations " Committee reports concluding with a recommendation will be handled as a main motion " The recommendation will be moved by the reporting member of the committee, and its disposition will be recorded in the minutes National PTA27 Form of Recommendation " Committees preparing recommendations should strive to make the report clearly end in a recommendation that can stand alone as a main motion, making complete sense without the need to refer back to other documents On behalf of the marketing committee, I move the adoption of the cfinal steps d in the consultant 9s report. National PTA28 Examples: " On behalf of the education committee, I move that the PTA undertake a program of promote literacy.<br><br> " On behalf of the education committee, I move that $50,000 be allocated for a pilot project on literacy developed by the education committee. National PTA29 Examples: " On behalf of the legislative committee, I move that the PTA publication cLegislative Hotline d cease publication on January 1, 2004. " The 2004 convention planning committee moves that the committee be authorized to engage entertainment and purchase decorations and favors for the post-convention party at a cost not to exceed $6,000.<br><br> National PTA30 Resources " National Association of Parliamentarians 3 www.parliamentarians.org " Robert 9s Rules of Order Newly Revised 3 2000 edition National PTA31 Rollie Cox Professional Registered Parliamentarian National Association of Parliamentarians

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