Secretary

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 their details to Texas PTA using the Executive Board Registration form within 15 days of their election or appointment.
- Texas PTA registration Tracker - worksheet '<YEAR>-EB Members Registered'
Ensure all board members have completed all mandatory training
Ensure all board members have signed the Confidentiality, Ethics and Conflict of Interest Agreement : English, Spanish
Ensure the Local PTA Records Retention Policy : English, Spanish is reviewed annually and adopted by the association membership.
Complete a Plan of Work and submit to the Executive Board for approval. View a Sample Plan of Work.
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 association 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 association and board meetings.
Present minutes from the previous meeting, association or board.
Present a report of board meetings to the association 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.