The secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the permanent history of the PTA/PTSA. Promptness and accuracy are key to this job.
The secretary also may be given the responsibility of maintaining all PTA/PTSA correspondence, including incoming and outgoing communications with members and notifications for all meetings. It is common for a local unit to designate these responsibilities to a corresponding secretary.
Prior to a meeting, the secretary:
--Sends an announcement of the meeting (date and time)
--Works with the president to create an agenda
--Sends out the agenda and any pertinent documents necessary prior to the meeting, including the draft of the minutes of the previous meeting
At the meeting, the secretary:
--Takes attendance (by voice vote or sign-in sheet)
--Checks for quorum
--Presents the draft of the minutes of the previous meeting
--Takes minutes
--Counts votes
After the meeting, the secretary:
--Ensures the approved minutes are included in the permanent record of the association
--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
Secretaries