Duties of the recording secretary:
- Record each meeting in writing.
- Present minutes for approval. (Board meeting minutes are approved at Board meetings, General body meeting minutes are approved at General body meetings.)
- Make necessary corrections as authorized.
- Act as custodian of important papers and records.
Duties of the corresponding secretary: (Most PTAs have only one secretary. A corresponding secretary is an appointed position, and therefore is only a member of the Executive Board if your bylaws denote that.)
- Handle all correspondence.
- Promptly send the names, addresses, phone numbers and new titles to the KY. PTA office and your district office.
Minutes are the official record of your PTAs activities. If its not in the minutes, it didnt happen! Minutes become the official record of a meeting once they are approved.
Minutes should include:
- Name of the association and the kind of meeting.
- The date, time and place of the meeting.
- The name and title of the presiding officer and the secretarys name.
- That a quorum was present. Attendees names may be recorded of you wish.
- The names of any guests attending the meeting and that a courtesy seat was granted to them.
- The status of the last meetings minutes. Whether they were distributed or read, and approved or approved as corrected.
- The treasurers report. List the income, expenses and balance. A copy of the treasurers monthly financial statement should be attached to the minutes.
- Reports of other officers and chairmen.
- A summary of the discussion. Only the important facts of the meeting should be recorded, not the exact discussion.
- The exact wording of any motions made, who made the motion, and who seconds it, (or if it came from committee).
- Whether the motion passed or failed.
- Any announcements made.
- Time of adjournment.
- The name and title of the person taking the minutes.
The words approved or approved as corrected and the date should be written at the end of the minutes of each meeting. The minutes should be signed by the secretary.
The secretary should have at each meeting:
- Minutes from past meetings
- Standing rules
- List of board members and their contact information
- Membership list
- Paper for ballots
- Motion blanks or paper for motions
- Pencils, pens
The secretary can mail or e-mail the minutes of the last meeting to the board members, or have copies for them to read at the meeting. After giving time for the board members to read the minutes, the president should ask if there are any corrections to the minutes. If so, the secretary should record the changes. The president then states that the minutes are approved as corrected. If there are no changes to the minutes, the president should state that the minutes are approved as written. The corrections should be inserted manually; corrected minutes do not need to be re-typed.