PTA is an amazing group of parents, teachers, administrators and community members - all with the common goal to make every child's potential a reality. There are many other groups out there focused on raising money, but PTA is about more than dollars. PTA is committed to fostering family engagement and student success on every one of our campuses.
There is much work to be done, but know you are not alone. One of the greatest benefits of being a PTA Leader is access to a wide range of support and a direct connection with other volunteer Leaders to help you along the way. You are encouraged to take full advantage of Georgia PTA's online resources and reach out to us if you need more information. We're here to help you succeed!
Thank you for supporting the students in your community through PTA Leadership!
Resources for PTA Presidents
The Model PTA
Model PTA Info and Forms (Model PTA Cover Sheet, Model PTA Living Documents – Administrative and Operational)
Update Officers/Contact Information
Are your local unit officers receiving emails and mailings from Georgia PTA? If not, you may need to update your local unit officers and/or contact information. It’s easy to do – just follow the instructions below:
Click here to complete the Officers and Committee Chair Change Form
- Incoming Officers Guide
- Quick Tips for Successful Transition from Outgoing to Incoming Officers
- The “Big Transition”-That’s when PTAs change leadership at the end of their terms in office. The “Big” Transition contains ideas from Valerie Washington of Think 6 Results that you can use to guide you as your local unit transitions from one administration to the next. Outgoing and incoming leaders should work as a team. Focus on the ongoing plan, driven by making a difference for all children, to increase parent involvement and student achievement.
- The Year in Review-Download a list of simple questions to ask yourselves as you review your unit’s goals or objectives for the previous year, programs and activities, membership efforts, officer and board structure, and organizational operations.
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.”