The recording secretary is the third mandatory officer on the executive board. As with all PA/PTA officers, the precise roles and responsibilities should be defined by your PA/PTA’s bylaws. Generally though, the recording secretary is responsible for all non-financial PA/PTA records and communications with the PA/PTA membership.
The other responsibility that CR A-660 assigns specifically to the recording secretary is transferring the PA/PTA’s bylaws, meeting notices, agendas and meeting minutes to the incoming recording secretary before the end of his/her term.
While, the recording secretary’s responsibilities are defined by your bylaws, the DOE’s PA/PTA Bylaws Template suggests that the recording secretary be responsible for:
- recording minutes at all PA/PTA meetings.*
- preparing minutes of each PA/PTA meeting, and reading and distributing copies of the minutes at the next PA/PTA meeting.
- preparing notices, agendas, sign-in sheets and materials for distribution.
- maintaining custody of the PA/PTA’s records on school premises.**
- incorporating all amendments into the bylaws and ensuring that signed copies of the bylaws with the latest amendments are on file in the principal’s office.
- reviewing, maintaining and responding to all correspondence addressed to the PA/PTA.
- assisting with the June transfer of records to the incoming executive board.
Some PA/PTAs establish an additional position in their bylaws to share these and other board responsibilities (e.g., communications or corresponding secretary).
Communications or corresponding secretaries often are tasked with:
- creating and maintaining an accurate list of the names, addresses, phone numbers and email addresses of the executive board members.
- notifying PA/PTA membership of meetings at least 10 days prior to the meeting date.
- creating and distributing notices to the membership.
- responding to all incoming correspondence from PA/PTA membership.
- recording minutes if the recording secretary is not present at a meeting.
* See the Meetings page for a definition of “minutes.”
** CR A-660 requires that the PTA be provided with a locked location for the storage of records.