The secretary is responsible for keeping an accurate record of the proceedings of the association, board and executive committee meetings. These records will be the history of the PTA. Promptness, accuracy and knowledge of PTA Purposes and policies are very important to the job.
- Records accurately all business transacted at each meeting of the association and presents the minutes for approval at the next meeting of the same body.
- Submits online the names and addresses of all incoming officers to state. Prints and sends copies to district and council PTA by May 1 and incoming chairpersons by the last business day in August. Submits to the state office any Officers and Committee Chair Change Form
- Maintains membership list.
- Copies and distributes bylaws to all board members.
- Sends correspondence for the PTA and maintains a correspondence file.
- Calls the meeting to order in the absence of the president and vice president.
- Sends out notices of meetings.
- Assists in determining a quorum.
- Counts a rising vote.
- Is an emergency signature on the checking account.
- Prepares in advance of each meeting (in consultation with the president) an agenda showing the order in which business should come before the body.
- Serves as custodian for all records except for those specifically assigned to other individuals.
- Has on hand for reference at each meeting:
- Minutes of previous meetings
- Copies of previous treasurer’s reports
- An agenda (include unfinished business)
- Current copy of Local Unit Bylaws
- Copy of Robert’s Rules of Order (newly revised)
- Current membership list
- List of committee chairpersons and committee members
- Materials for note/minute taking
- Ballots, in case a vote is taken by ballot
- Motion blanks
- Attends all training opportunities offered by council, district and Georgia PTA.
Although it is the responsibility of the secretary to record, prepare and preserve the minutes of the association, it is every member’s responsibility to read the minutes and refer to them as the record of the unit.
General outline of minutes:
- Name of association
- Date, place, and hour of meeting
- Kind of meeting (regular, special or executive)
- Name of the presiding officer
- Statement concerning the minutes of the previous meeting and their disposition.
- Report of treasurer
- Reading of communications
- Reports of executive committee, standing committees, and special committees.
- NOTE: All motions (except those withdrawn), points of order and appeals, whether sustained or lost, and the name of each member who introduced a main motion, but not the name of the seconder, are to be recorded.
- Program with brief notes
- Hour of adjournment
- Secretary’s signature
When taking minutes, the Secretary should:
- Be accurate
- Enter minutes in an official bound book with numbered pages (for permanent record)
- Make minutes as brief as possible
- Record what is done by the group, not what is said
- Report in the order in which the business was presented in the meeting
- Record mover of a motion
- Record exact wording of motion as stated by the maker of the motion. The secretary may request the maker of the motion to put it in writing
- Record action taken on a motion
- Indicate that minutes are “approved as read” or “approved as corrected” and date that action
- Sign the minutes
When taking minutes, the Secretary should not:
- Add personal comments in the minutes
- Let notes on meeting “get cold”
- List the person who seconded motion (unless requested by assembly)
- Record any details of debate or discussion by members
- Read board of directors/committee minutes in the meeting of the association. (The secretary only reads recommendations.)
- Sign minutes “Respectfully submitted.”