From the PNA By-Laws adopted April 2022:
Article IV.2:
d. The Secretary is responsible for all correspondence and is responsible for meeting notifications. The Secretary prepares and maintains complete records of all meetings of the PNA and of the Board, which records will be prepared within twenty-one (21) days after the respective meetings, and will perform such other duties as may be assigned by the Chair or the Board. General and Board meetings records will be provided to the City of Lake Oswego, as requested. The Secretary is also responsible for annually required contact information for officers with the city and staff.
Taking Minutes (Click here for samples):
- Note time and date of start of meeting
- Names of board members in attendance (List of Current Board Members)
- Names of the rest of the attendees
- Confirm quorum
- Write a brief summary of the committee reports (Scroll down on this page for list of Committees)
- Record who makes and seconds each motion (List of Current Board Members)
- Record any amendments to motions and which Board member makes them
- Record vote count for and against each motion (Votes are limited to the Board Members)
- Note time meeting ended
Filing/Recording Written Minutes:
- Within a week of the meeting please share the draft of the Meeting Minutes with the PNA Executive Board and Committee Coordinators that were in attendance for their review and comment. Give a deadline of one week to respond. If you would like a list of email addresses for the Board Members please send a request via our Contact page.
- After the deadline update the Meeting Minutes per comments and resend to all as the revised minutes that will be submitted for approval at the next meeting.
- At the next Board Meeting the Chairperson should have the Board vote on approving the meeting minutes. At the Chair’s discretion he/she may choose to send the final version of the Meeting Minutes to the PNA Leadership Team (all Board Members and Committee Members). Chair will ask that a Board Member make a motion to approve the final Meeting Minutes as written. Another Board Member should second the motion. If there is no discussion the Board votes to approve the meeting minutes as presented. If a majority of Board members approve the Meeting Minutes they are considered final and ready to record.
- To record the Meeting Minutes please email a pdf copy to:
- The City of Lake Oswego Recorder’s Office ( cityrecorder@lakeoswego.city) for recording and
- The PNA webmaster for posting on the PNA website and social media. Also, include a link in the next PNA newsletter.
