The PTA secretary is responsible for maintaining the official legal record of the PTA. At each PTA meeting, whether it is an executive board meeting or an association meeting, the secretary is responsible for taking minutes.
What does it mean to take minutes?
Taking minutes means that the secretary takes notes at the meeting that capture what was done (not what was said). The minutes can be hand-written in a bound notebook (pages numbered) or typed in permanent ink.
What goes in the minutes?
Name of the organization
Type of meeting (association, executive board or committee)
Date, time and place of meeting
Name and title of presiding officer
Attendance list (or attach sign-in sheet for larger meetings)
*Disposition of previous minutes (approved, approved with corrections, etc.)
Treasurer’s report (beginning and ending balances of all accounts)
Authorizations for payment/ratifications (check numbers, voids and total amount)
**Project approvals (include time, date, location and up-to amount)
Executive board report (consent agenda listing actions of executive board)
Motions, name of person making the motion, result of vote (adopted or failed)
Summary of reports
Time of adjournment
*Only the group that creates the minutes can approve the minutes. The executive board approves executive board meeting minutes. The association approves association meeting minutes.
**When approving the time for events or programs, be sure to include set-up and take-down times in the total time.
Minutes cannot be posted online. You can post a summary of actions.
At the end of term, the minutes must be permanently bound along with a copy of the current bylaws.
View the complete Secretary Job Description .
Secretary quick reference brochure Secretary For the Record Brochure