Secretary
The PTA secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the permanent history of the PTA. Promptness and accuracy are key to this job. The secretary may also be given the responsibility of maintaining all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings.
The secretary should have these items on hand at all meetings:
- Minutes of the previous meeting and pertinent attached reports
- List of unfinished business to be discussed
- Agenda
- Current bylaws and standing rules
- Current membership list
- List of committee chairs
- Materials for note/minute taking
Duties at a Glance:
- Maintain all official records of the association.
- Record in the minutes all business transacted at each membership and board meeting. View Sample Meeting Minutes: English | Spanish.
- Notifies board members, as requested by the president, of all called meetings.
- Assist the president in determining a quorum at membership and board meetings.
- Present minutes from the previous meeting, membership or board.
- Present a report of board meetings to the membership as needed.
- Prepares a draft of the minutes of each meeting within two to five days of the meeting.
- Act as the corresponding secretary, reading communications at meetings and writing thank you notes, etc.
- Assume the duties of the historian if one is not designated in the bylaws.
Resources and Training:
- Records Retention Policy form
- Confidentiality, Ethics and Conflict of Interest Agreement
- Sample Meeting Minutes
- Texas PTA Secretary Homepage
- Texas PTA BASICS: Secretary Webinar
- Texas PTA FOUNDATIONS training
- Secretary Resource Guide
- Secretary Quick Start Guide