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Secretary Dashboard

Remember: The Secretary Preserves PTA History

PTA secretaries help keep their organizations organized through effective recordkeeping, communication, and meeting documentation. South Carolina PTA provides secretary resources and support to help leaders fulfill their responsibilities and strengthen their local units. 

Person Writing Notes

1 

Understand the Role

The secretary maintains the PTA’s official records. The meeting minutes are the permanent legal record of the organization’s decisions and actions.

2

Know Your PTA Governing Documents

For example:

  • The rules that govern how your PTA operates –PTA Bylaws

  • Standing Rules – Additional procedures specific to your PTA

  • Policies and procedures from SCPTA and National PTA

3

Master Meeting Minutes

Minutes are the official legal record of PTA business.

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A secretary should record:
✅ Date, time, and location of meeting
✅ Type of meeting (general membership, board, executive committee)
✅ Names of attendees and whether quorum was met
✅ Approval of previous minutes
✅ Treasurer’s report (including balance information—not every transaction)
✅ Motions made and actions taken
✅ Results of votes
✅ Important announcements and next steps

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Remember:

  • Minutes should be accurate, objective, and factual

  • Do not record personal opinions or side conversations

  • Minutes are not a transcript of the meeting

4

Keep PTA Records Organized

Create a system for storing important documents. Many PTAs use digital storage such as Google Drive, OneDrive, or Givebacks.

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