PTSA Secretary

The Secretary takes minutes, assists President to plan the meeting agendas, issues notices of meetings, handles correspondence, and keeps a roster of members and a record of all committees. It is important that the Secretary attend a WSPTA secretary’s class to learn in greater detail how to perform this job.

Meetings: The Secretary must attend and keep minutes at all membership meetings and board of directors’ meetings.  The Secretary takes attendance at meetings to determine if a quorum is present.

Recordkeeping: The Secretary maintains copies of all minutes, correspondence, committee reports, and meeting notices in the official files of the PTSA.  To assist the President, the Secretary should be familiar with and keep official documents readily available for reference.  Such as blank motion forms, attendance sheets, WSPTA Uniform Bylaws, standing rules, board roster, membership list, parliamentary procedure information, voting delegate information, Board and General Membership meeting minutes.

Membership: The Secretary maintains a current roster of all board members and works with the membership chair to have a current membership list available for membership meetings.

PTSA Communications: The Secretary issues notices of meetings. The Secretary should provide meeting highlights and other important information that will be presented to membership.

Meeting Agendas: The Secretary may help plan the meeting agendas. This includes reminding the President of any unfinished business to be considered.

Attendance, training, and other activities:  The Secretary should attend the programs, activities, and events of the local PTSA.  Like other elected officers, the Secretary is required by the WSPTA Standards of Affiliation agreement to attend either a PTA and the Law workshop or another training during the fiscal year.

Transition: At the end of the fiscal year, the Secretary should be sure all copies of the legal documents are in order and ready to transfer to new officers. The outgoing and incoming secretaries should meet prior to July 1 to transfer all records, discuss the recordkeeping system, and pass on information about the secretary’s role and responsibilities.