Secretary Kit · For PTA, PTO, HOA, Booster Club & Nonprofit Boards

Everything they should have handed you.

You were voted in, not trained. A motion takes about fifteen seconds: someone moves it, someone seconds it, hands go up, and the room has already moved on while you are still writing. So this is the whole job in one download, in whichever form you actually work in.

Get the Secretary Kit on Etsy →

Instant digital download · Google Sheets™, a printable binder, a Google Doc™, and a Getting Started guide · One purchase

See it work

Print it, type it, or let it count

The same job three ways: the printable pages, the Google Doc™, and the sheet that keeps the count.

Board meeting attendance grid working out quorum for each meeting
Take attendance and the quorum count works itself out.
Printable meeting minutes, agenda and motion record pages
Fifteen printable pages, ready for a three-ring binder.
Type-in Google Docs agenda and meeting minutes template
Prefer to type? The same forms as a Google Doc™.

What's inside

Three formats. One download.

If you like paper

Print the binder

Fifteen pages: the agenda, the minutes, the motion and vote record, the attendance log, the board roster, spine labels, and both cheat sheets. US Letter, ready to three-hole punch. Print only what you need.

If you’d rather type

Type in the Google Doc™

The same agenda and minutes, built on tables rather than fill-in lines, so you click a yellow cell and type and nothing shifts around. Each motion gets its own block with room for the actual wording.

If you want it counted

Let the sheet do it

A Google Sheets™ workbook that keeps the running record. Take attendance and the quorum count, the vote results and the overdue list all look after themselves while you listen.

Motions & votes

Every piece of a motion has its own column, so you fill in boxes instead of trying to remember. Type the counts and the result fills itself in. More yes than no passes, a tie fails. A whole year of decisions on one screen.

Attendance & quorum

Mark P, A or E for each person. The sheet counts the voting members and says HAVE QUORUM or NO QUORUM before anyone votes. A principal or staff advisor who sits with the board but does not vote is excluded on its own.

What to write down

A one-page cheat sheet that says plainly what belongs in the minutes and what does not. Who was there, each motion as worded, the vote, who agreed to do what. Not who said what during the discussion.

And the page nobody hands you

A one-page Getting Started guide, kept separate from the binder so you can read it once and keep it beside you. Read it free here, no purchase and no email needed. What happens before, during and after a meeting. The five things to catch when someone makes a motion, in order. The words people will say. And what to do when you realize you missed something, which is the part nobody explains: minutes are only a draft until the board approves them, so a correction is a normal agenda item and not a failure.

How it works

Yours in about a minute

1

Buy it on Etsy

Instant digital download. Nothing ships.

2

Open the PDFs

Read the one-page guide, then two links make your own private copies in Google Drive.

3

Add your board

Then take attendance. The quorum count and the motion results look after themselves.

Questions

Minutes questions, answered

Minutes are a record of decisions, not a transcript. Write the date and place, who was there, whether you had quorum, that the last minutes were approved, each motion worded the way it was actually said, who moved and seconded it, the vote count and result, who agreed to do what and by when, and the time you adjourned. Leave out who said what during the discussion, opinions, and anything you would not read out loud to the person it is about. The kit includes a one-page cheat sheet of exactly this.
Quorum is the smallest number of voting members who must be present for a vote to count. Most volunteer boards use a simple majority, meaning more than half. If your bylaws name a specific number instead, use that. In the spreadsheet you set the rule once, mark who showed up, and it works out the answer for every meeting, counting only the people you marked as voting members.
Either. The download includes a Google Docs™ version of the agenda and minutes built on tables, so you click a cell and type. The fifteen binder pages are there for anyone who would rather write by hand in a meeting. And the spreadsheet handles the counting whichever way you take notes.
No. A motion needs more votes in favour than against, so a tie fails. Abstentions get recorded but count toward neither side. The spreadsheet applies that rule for you: type the counts and it returns PASSED or FAILED.
Yes. Every purchase includes a Microsoft Excel version of the workbook and a Word version of the minutes, alongside the Google Sheets™ and Google Docs™ versions, at no extra cost. They are all in the same download, so you can use whichever you already work in, with no Google account needed for the Office files.
No, different officer. The Treasurer Spreadsheet handles the board's money: the money log, the budget, and the monthly report. This one handles the board's information: agendas, minutes, attendance, motions and action items. Plenty of boards use both, and they are built in the same style.

Who made this

I’ve been the secretary too

I did both jobs for a volunteer board, secretary and treasurer, and nobody handed me any of this. That is the entire reason the kit exists, and why there is a getting-started page in it at all.

If something in it does not make sense, message me. I am one person, not a storefront, and I answer.

“Very helpful and responsive to messages, too!”

Natalie · Etsy review of the Treasurer Spreadsheet

“Low cost, excellent product, and great customer service.”

Verified buyer · Etsy review of the Treasurer Binder

Walk out sure you got it all

Instant download · Questions first? Email me. I'm a real person and I answer.

Get the Secretary Kit on Etsy →

Wish it did something it doesn't? Tell me what's missing. Those emails decide what I build next.

Looking after the money too? The Treasurer Spreadsheet runs the whole year's budget and report, the Treasurer Binder holds the paper side, and the Membership Tracker answers who has paid their dues. Running the whole thing? The President Binder is the president's side of the same board.