Hi Bella, I agree with you about the need for the bound numbered pages! Tis book our Secretary purchased has that and then someone mentioned she could type them to the measurements of the record book, print them, sign them after they have been adopted, and then glue them into the bound book. It was also mentioned about having a second signature line that is 1/2 on the document and 1/2 on the page of the book. This would guarantee that this Secretary placed that page in that spot on that date.
Without sounding too stuffy... YES the offical minutes to any organization should be in a bound book (i.e. marble notebook) where the pages cannot be ripped out. They should be numbered and signed at the end of each meeting minutes. Depending on how formal your PTO/PTA is, you can type them and keep them in a binder but the problem with that is that pages may end up missing. Small note about minutes I hope that no one ever finds themselves in this position, BUT the minutes that are kept are legal documents of the organization and can be called into a Court of law if you were ever sued etc. They should be very detailed in votes and action that your organization is going to take. Roberts Rules has a format you can use if not, email me and I will give you a copy of the format we use. Good Luck
Sorry its taken me so long to respond, I am truely swamped with 2 issues that are really kicking me hind end!!! Anyway, the permanent books that I was talking about are called Record Keeping Books. Yes, you should be able to get them at Staples. Our Secretary got hers at Office Depot or Office Max and they had them over where you find Budget Books. You can also order online from Office Max and the shipping is free if you spend, oh I forgot how much, plus the items arrive overnight at no extra charge.
Good luck!
hi ya'll. in response to the question from jarsmommy: ....
Do you hand write and type or just write?
most units that I'm familiar with, usually write and type, but more and more people are bringing the laptop into the meeting and directly typing into the wordprocessing document - thus eliminating the first step of writing in the bound book then typing for final print for all to read at the next board or gen. meeting.
