The secretary is a very important position on a local PTA/PTSA executive committee. The PTA/PTSA secretary is responsible for keeping accurate records of the proceedings of the association, complete records of members and leaders, as well as sending communications on behalf of the board of directors. Never say, "I'm just the secretary!"
An effective secretary should be prompt, accurate, dependable, and have a thorough knowledge of the PTA Purposes, bylaws, standing rules, policies, and methods. This page with its sub-pages will familiarize you with the responsibilities required and opportunities available to be an effective secretary.
The main role of the secretary is to keep minutes of motions and decisions made by both the board (including executive and committees) and the general membership 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.
The secretary position is part of the executive committee on all PTA boards. Secretaries can be signers on the checking account. The secretary must have a general knowledge of the workings of PTA in order to assist the president, board, and program leaders. Here are a few things that all executive board members, including secretaries, should know:
- Bylaws
- Parliamentary Procedure
- Motions and Voting (sample wording and how to amend a motion included)
- Records of a PTA
- PTA Ethics/Conflict of Interest Policy
- Problem Solving & Conflict Management
- Financial FAQs
- Basic Fiscal Management Procedures
Each of these sections will have a subpage below with information that all executive members need to know.
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.
Special Items
- 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 through Givebacks.
- The secretary helps the president with the details. The vice presidents help the president with the projects and programs.
- The secretary can be assigned other assignments as needed by the president.
- Examples include: track volunteer hours, hospitality at meetings, social media posts, etc.
- 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.
Types of PTA Meetings
- General membership meetings - meeting where all PTA members are invited to attend
- See Bylaws Article IX for details about number of meetings to have and what business is conducted
- Board of directors meetings - meeting where elected and appointed commissioners and committee chairman meet to help implement PTA events and programs
- Executive committee meetings - meeting of elected officers of your PTA meet and plan upcoming meetings and deal with business of association between meetings
- Committee meetings - meetings where events and programs are planned
The elected secretary is the secretary for all general membership and board of directors meetings.