The PTA Secretary (See Secretary, at capta.org.)
The recording secretary is elected and is one of the three officers required for a PTA/PTSA. The secretarial responsibilities
may be assigned to one person or divided between a recording secretary and a corresponding secretary as specified in the bylaws.
Duties:
- Attend PTA-sponsored workshops or trainings.
- Obtain secretary's minute book with minutes of previous meetings and other materials from your predecessor,
including master copy of the bylaws,
list of members, and official documents and records of the PTA.
- Keep an accurate, concise, permanent record of the proceedings of all meetings of the association and of the executive board.
Personal opinion and discussion are omitted.
- Minutes are entered in a bound book, hand-written in permanent ink, or typed and the original copy pasted into the bound minute book.
- Have on hand for reference at each meeting a copy of the bylaws and standing rules, minutes of previous meetings, list of all committees,
and an up-to-date list of all members.
- Read the minutes of any previous meeting when called upon to do so.
- Prepare the minutes and give a copy to the president soon after each meeting.
- Make all corrections to the official minutes. In the master copy of the minutes, the secretary circles the incorrect words with a red pen
and places the correction in the margin of the bound minute book. Corrections must be dated and initialed.
- Prepare and read a report of each executive board meeting at each association meeting, and move the adoption of board recommendations.
- Sign immediately, with the president, authorizations for payment after the association votes to pay a bill. Record all expenditures in the minutes.
- Enter all amendments to the bylaws in the minutes when the vote is taken.
- In the absence of the president and vice presidents, call the meeting to order and preside until the election of a chairman pro tem,
unless the bylaws specify otherwise.
- Be prepared to help count a rising vote when requested and have blank paper available for voting by ballot.
- Be responsible for all records, documents and papers (except those assigned to others).
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