The secretary is responsible for keeping accurate records of all association proceedings.

Quick-Start Actions

• Work with the outgoing secretary to obtain access to all association records.
• Review the Basics Secretary Resource Guide for guidance and best practices.
• Ensure all board members have submitted themselves on our Executive Board Registration form within 15 days of their election or appointment. 
• Ensure all board members have completed FOUNDATIONS training and signed the Confidentiality, Ethics and Conflict of Interest Agreement:  English | Spanish.
• Ensure the Local PTA Records Retention Policy is reviewed annually and adopted by the membership.
• Complete a Plan of Work and submit to the Executive Board for approval. View a Sample Plan of Work: English | Spanish.
• Complete mandatory components of FOUNDATIONS training within 30 days of election or appointment.

Duties at a Glance

• Maintain all official records of the association.
• Record in the minutes all business transacted at each membership and board meeting. View Sample Meeting Minutes: English | Spanish.
• Notifies board members, as requested by the president, of all called meetings.
• Assist the president in determining a quorum at membership and board meetings.
• Present minutes from the previous meeting, membership or board.
• Present a report of board meetings to the membership as needed.
• Prepares a draft of the minutes of each meeting within two to five days of the meeting.
• Act as the corresponding secretary, reading communications at meetings and writing thank you notes, etc.
• Assume the duties of the historian if one is not designated in the bylaws.

Resources

• Basics Secretary Resource Guide: English | Spanish
• Basics Secretary Quick Start Guide: English | Spanish
• View the Texas PTA Member Perks