Documents and Minutes

To assist the president and to be prepared to answer questions, the secretary should have the following materials available at every meeting:

• Document notebook (3-ring binder, tabbed as follows or on a drive or flash drive)
• Blank motion forms
• Local PTA Official Bylaws
• Standing rules
• Budget
• Board of directors roster (current and previous year)
• Membership list (current and previous year)
• Parliamentary procedure information
• Minute’s notebook (3-ring binder, tabbed as follows or on a drive or flash drive)
• This notebook should contain minutes from the past two years. Minutes older than two years may be kept in a separate binder.
• Membership meeting minutes
• Board of directors meeting minutes
• Executive committee meeting minutes

• Note: Minutes are a permanent record and are never discarded. They must be kept in a safe location as long as the local PTA exists.