The secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the history of the PTA. Promptness, accuracy, and knowledge of PTA policies are key to this job. The secretary should be committed to helping the president conduct a businesslike meeting.

The secretary is responsible for:

• Recording minutes of PTA meetings, with special attention given to motions (recorded exactly as stated) and action taken,
• Keeping secure official, permanent PTA records, including all originals of approved minutes, and
• Maintaining a copy of current bylaws, standing rules, and a membership list.

The secretary also may be given the responsibility for maintaining all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings.

The secretary should have these items on hand at all meetings:

• Minutes of the previous meeting
• Copies of the previous treasurer’s report
• List of unfinished business to be discussed
• Agenda
• Current bylaws and standing rules
• Current membership list
• List of committee chairs
• Materials for note/minute taking