Recording Secretary

Fourth District PTA Recording Secretary   Send email

Links of interest:

• Job Description – Recording Secretary (PDF)
• Secretary (capta.org)
• “The Write Stuff” - a PTA Secretary’s reference guide from California State PTA (PDF)

Up to the Minute

So you are the new secretary, and you’re feeling a little anxious about recording all the business that happens in that two hour meeting. Take heart…it’s not as bad as it seems. To begin with, remember that minutes are factual reports of regular business and actions taken at meetings. This means that you need not, and should not, record discussions or quote individuals.

What should the secretary take to the meeting?

  • Paper for ballot voting or prepared ballots
  • File or correspondence received and responses (if there is no corresponding secretary)
  • Motion blanks
  • Notepad (to write down anything that the president might need after the meeting)
  • File to hold copies of motions, reports, materials distributed by the group Supplies which include pens, pencils, paper clips, stapler, post-it notes, tape, scissors, and anything else required for the meeting

TAKING MINUTES – What main points should always be included in the minutes?

  • Name of the association
  • Kind of meeting (association, board, special)
  • Date, time and place of meeting
  • Name and title of presiding officer
  • Disposition of minutes of previous meeting (approved as read/printed/committee or approved as corrected)
  • Treasurer’s report as given (Financial Secretary, also)
  • Record of all bills approved for payment and/or ratification
  • Record of each motion voted upon (unless withdrawn), with the name of the member who made the motion–the member who seconded the motion need not be recorded–and whether the motion carried or failed
  • Copy of any resolutions adopted
  • Record of results of any election
  • Brief notation of program – topic, names of participants, method of presentation
  • Time of adjournment
  • Title and signature of secretary

A few “quick tips”:

  • Record what is done, not what is said.
  • Organize notes into clear statements (not opinions), and record them in a permanent bound book.
  • Record in the order that the business happens.
  • Include copies of treasurer and financial secretary reports, budgets, and specific committee reports in their entirety, if need be.
  • Be prompt and accurate.

What records should be stored by the secretary?

  • Copies of the previous minutes
  • Copies of agendas
  • The bylaws and standing rules
  • Current membership list (includes date member joined)
  • List of officers and committees
  • Copies of current reports