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
  • Training Tracker
  • Foundations Essentials (English) or Fundaciones esenciales (Spanish)
  • BASICS Boardsmanship (English) or BASICS Boardsmanship (Spanish)
  • Role Specific 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.

Resources

• View the BASICS Secretary webinar here.
• Download the BASICS Secretary Resource Guide
• Download the BASICS Secretary Resource Guide (Spanish)
• Download the BASICS Secretary Quick Start Guide
• Download the BASICS Secretary Quick Start Guide (Spanish)
• View the Texas PTA Member Perks

Questions?? Contact secretary@allenisdcouncilpta.org