Duties at a Glance

The secretary shall take minutes and record all business at each meeting of the local PTA, including meetings of the membership, the board of directors, and the executive committee, making sure all minutes are complete. The secretary must prepare the minutes for approval at the next meeting.

Together with the President, the secretary should plan the meeting agenda and inform the President of any unfinished business from previous meetings. The secretary also issues all “calls” or notices of meetings and conducts such correspondence as the board of directors, or President designates.

At meetings, the secretary takes attendance to determine if a quorum is present. In the event both the President and the vice president are absent, the secretary calls the meeting to order and asks for nominations for a chair pro-tem.

The secretary should work with the treasurer and the membership chair to keep an up-to-date roster of members and to keep an up-to-date record of all committees.

At the end of the fiscal year (June 30), the secretary should be sure all copies of the legal documents notebooks and permanent record files are in order and ready to transfer to new officers. The secretary must attend a NJPTA secretary’s workshop to learn how to perform this job in greater detail.