Basic Job Description:
Keeps an accurate, concise, permanent record of proceedings at all PTA Board Meetings. Work with President and Teacher Rep to get all known dates of testing, events and meetings on calendar to avoid overlaps and conflicts at the beginning of the year.
Keeps an accurate, concise, permanent record of proceedings at all PTA Board Meetings. Help President and those present at meetings to stick to agenda during meetings to keep time of meeting reasonable. Work with President and Teacher Rep to get all known dates of testing, events and meetings on calendar to avoid overlaps and conflicts at the beginning of the year. Work with the President to decide what part of the agenda, sending emails, etc. they want you to do (some presidents prefer to make decide on the agenda, some leave that up to the secretary, etc.).
This is from the UT PTA’s Secretary Handbook. It is long and very specific, but tailorable to your style and preferences- to a degree.
“Welcome to your role as the Secretary of your PTA. Serving in the PTA at your school is one of the best ways to improve your child’s education. As you spend time in the school, you increase the educational value for every child. The main role of the Secretary is to keep minutes of motions and decisions made by the board of the association. Minutes from meetings are considered legal documents for the IRS and other entities. The Secretary also conducts correspondence for the association.
The Secretary should serve as a support to the president in whatever is needed. Duties:
1. Prepare for Board Meetings
■ At the request of the president, prepare the agenda. If the president prepares the agenda, the Secretary can offer to make the copies.
■ Call or e-mail the board members in advance of the meeting to allow them to add items to the agenda.
■ Call, mail or e-mail the board members to invite them to the meeting. With e-mail, a copy of the agenda may be sent as an attachment.
■ Present a copy of the minutes from the previous meeting. If these are sent out (possibly by e-mail) prior to the meeting, the approval process is accelerated and could shorten the meeting duration.
2. Record business
■ The Secretary should sign all minutes with name, title, and date and enter the minutes in the Secretary’s Book. Minutes should be complete, concise and accurate. Action must be recorded in the order it took place.
▪ Minutes must contain: ▪ Name of PTA (or PTSA) ▪ Kind of Meeting (for example, Board or Executive) ▪ Date, time, and place ▪ Name and title of president/officer ▪ Attendees ▪ Treasurer’s Report ▪ Content of the meeting according to the printed agenda ▪ Time of adjournment
■ Motions should be in the following format: “A motion by Sally Member for the School PTA to conduct a Fun Run was approved.” This should be recorded after the motion is seconded and voted on.
■ The Secretary should take a count at each meeting to ensure that there is a quorum present. The number required for a quorum will be found in your association’s bylaws.
■ Count a rising vote when requested by the president. 14 Secretary Handbook − Last Updated 2017 Utah PTA
■ Act as custodian of all records, except those specifically assigned to others (Treasurer).
■ Make copies of the minutes for the president and the treasurer.
■ Have on hand for reference at each meeting the following: ▪ Bylaws and Standing Rules for your association ▪ Agenda and Minutes ▪ Copies of treasurer’s reports ▪ Approved budget ▪ Lists of membership and committees and their members ▪ Yearly Calendar
3. Special Items
■ Back To School Night or budget approval meeting minutes. These minutes must be taken and signed by both the president and the Secretary. This document must be turned in with your approved budget to your Council President/Region Director.
■ The Secretary may call a board meeting to order in the absence of the president and vice presidents, unless the bylaws specify otherwise, and preside until a chairman pro-tem is elected.
■ The Secretary should have a working knowledge of parliamentary procedure, the bylaws, and standing rules.
■ The Secretary is a signer on the bank account jointly with the treasurer and president.
■ The Secretary helps the president with the details. The vice presidents help the president with the projects and programs. 4. Maintain an accurate record of PTA Board Members
■ Use the Critical Information At-A-Glance to start collecting information. All board members should provide e-mail addresses. It is recommended that a contact list of your board is created in your e-mail account for ease in communication.
■ Conduct correspondence of the association. This may include: Thank You notes, birthday cards, special notices, meeting notices, etc.
5. Be a responsible Board Member
■ Attend all meetings of the board and actively participate.
■ Deal with facts—not personalities. Avoid prejudiced judgments or decisions.
■ Avoid conflicts of interest or self-dealing. Avoid even the appearance of conflicts of interest that might embarrass yourself or other board members. Never accept gifts or favors from anyone who does business with the association.
■ Understand the association’s finances. Thoroughly read and understand the financial statement at every board meeting.
■ Subordinate your personal interest to the whole association. Serve the unit as a whole, rather than any special interest.
■ Support the decisions of the board, despite personal feelings. Members are obligated to support the decision of the board.”