The PAC Secretary is a key member of the executive team, responsible for maintaining records, managing communications, and supporting meeting processes. Duties include recording and filing minutes, posting official documents like the constitution and bylaws, notifying members of upcoming meetings, and distributing agendas and related materials in advance. The Secretary also ensures all documents and records are kept for at least the time specified by your bylaws and may serve as a signing officer.
Meeting Management
Effective meetings require thoughtful preparation and accurate documentation. The Secretary works with the Chair to confirm quorum and ensures members are informed of meeting logistics. During meetings, they record attendance, motions (with movers and seconders), outcomes, decisions, and action items using a neutral and concise tone. Minutes should record what was done, not what was said. Final approved copies must be signed and made publicly available.
Approving Minutes
A formal motion to approve the minutes is not needed and should not be put to a vote; instead, the chair should ask for unanimous consent for corrections, with minutes then standing approved as read or corrected without a formal vote. If there is an objection to a correction, a vote is required to decide on the amendment, but the minutes themselves are not voted on.
Process for Approving Minutes by Unanimous Consent
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Distribution: The minutes are distributed to members for review.
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Inquiry: At the next meeting, the Chair asks, "Are there any corrections to the minutes?".
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Corrections: Members who have corrections offer them.
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Approval: If no further corrections are offered, the Chair announces, "There being no further corrections, the minutes stand approved as read (or as corrected)".
When a Formal Motion is Needed
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If a member proposes a correction to the minutes and another member objects, that proposed correction becomes a motion to amend.
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This motion to amend requires a second and then the group votes on whether to accept the proposed correction.
Recording Motions
Recording decisions made by the group is the most important responsibility of the Secretary during a meeting. Note that recording the seconder is generally not proper according to Robert's Rules since a second does not imply support, only a procedural signal that discussion can proceed; seconders may be recorded as personal preference or if your bylaws require it. Here are some examples of recording motions:
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"It was moved by [Name], and seconded, that [motion text]. The motion was carried."
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"Moved by [Name], and seconded: That [motion text]. Motion defeated."
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"Motion: That [summary]. Moved: [Name], Seconded: [Name]. Carried."
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"M/S: [Name] / [Name] – That [motion text]. Motion defeated."
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"Moved by [Name], and seconded: That [motion text]. Vote: 6 in favour, 2 opposed. Motion carried."
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"Motion to [do something] was moved by [Name] and seconded. Motion defeated by a majority vote."
There are various ways of recording the outcome.
"CARRIED" - Also "Passed", "Adopted", "Approved"
"DEFEATED" - Also "Failed"
Communication and Record Keeping
Serving as the communication hub of the PAC, the Secretary could handle correspondence, organizes messages by date or topic, and shares relevant updates with the executive and membership. They maintain well-organized files - including agendas, minutes, bylaws, policies, and reports—to ensure accessibility and continuity across executive terms.
Supporting Effective Governance
To promote accuracy and transparency, the Secretary should follow best practices such as using past tense and third-person voice, regularly reviewing Robert’s Rules of Order, and clarifying unclear motions or decisions. Supporting the executive also includes tracking action items, helping with meeting logistics, and ensuring procedures align with bylaws and policies.
Questions?
If you have questions or need assistance, reach out anytime at dpac.sd34@gmail.com. Your service as PAC Secretary is invaluable. Thank you for helping your council thrive!