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The role includes managing and safeguarding important files under Section 6.9, including incorporation articles, bylaws, standing rules, legal documents, tax returns, and audit reports. After meetings, the secretary updates amended documents, files committee reports, distributes minutes, and notifies officers, delegates, and committee members of elections or appointments.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/ncpta-board-of-directors-secretary-responsibilities-meeting-records-and-documents/254499/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/ncpta-board-of-directors-secretary-responsibilities-meeting-records-and-documents/254499.png","ImageObject",442,249,{"name":88,"@type":89},"Violet","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-25","2026-09-13",true,{"@type":98,"interactionType":99,"userInteractionCount":30},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What does the secretary do before meetings?","Question",{"text":108,"@type":109},"The secretary works with the president to prepare the agenda, distributes the required meeting packet (electronic or hard copy), sends the official meeting notice, and prepares the annual report before the annual meeting.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"What responsibilities does the secretary handle during meetings?",{"text":113,"@type":109},"The secretary calls the meeting to order in the absence of the president and VP/president-elect, conducts the election for pro tem chair, maintains access to the minutes book and governing documents, tracks current membership and committees, manages ballots when needed, and records what occurred at the meeting.",{"name":115,"@type":106,"acceptedAnswer":116},"Which records and documents must be kept under Section 6.9?",{"text":117,"@type":109},"The secretary maintains a file of important documents, including articles of incorporation, current uniform bylaws, standing rules (if adopted), minutes of past meetings, the official membership roster, board and committee rosters, legal documents (including insurance and contracts), tax returns, and past and current audit reports.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},254499,1789279268,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":30,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":135,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":125,"read_time":25},4398048950312,"https://ap-avatar.wpscdn.com/avatar/400002538284de19e3c?_k=1778320343897328908","by Cindy Smith  \nNCPTA Board of Directors Secretary  \n􀁠 Your thoughts  \n……  \n􀁠 Official record keeper of the organization  \n􀁠 Far beyond keeping the minutes  \n◦ Keeping:  \n􀁸 Accurate list of members  \n􀁸 Roll-call list  \n􀁸 Governing documents  \n􀁸 Delegate information  \n􀁸 Committee membership  \n◦ And so much more! (to come later)  \n􀁠 Before meetings:  \n◦ Work with the president to prepare agenda  \n◦ Distribute to members the packet of materials needed for meeting (electronic or hard copy)  \n◦ Send out the call to meeting notice – official notice of a meeting given to all members of organization  \n◦ Before the annual meeting, prepare an annual report  \n􀁠 During the Meeting:  \n◦ In absence of president and VP/president-elect, calls the meeting to order and conducts election for pro tem chair (or according to bylaws)  \n◦ Have access to minutes book (from previous mtgs)  \n◦ Have access to all governing documents of org  \n◦ Have list of current membership + current committeesand committee members  \n◦ Have ballots in case of a ballot vote  \n◦ Maintain official list of members + official attendance list  \n◦ Keep notes of what occurred at meeting  \n◦ Sit near president & serve as resource to president  \n ◦ Keep a copy of Robert’s Rules of Order on hand  \n􀁠 After the Meeting:  \n◦ If any governing documents were amended at the meeting, make changes and distribute new copies to appropriate parties.  \n◦ Maintain the file of committee reports  \n◦ Prepare minutes from the meeting  \n◦ Distribute the minutes to members  \n◦ Give each committee any info that has been referred to them  \n◦ Notify officers, delegates, and committee members of their election or appointments  \n􀁠 Section 6.9: File of important documents (part of NC Non-profit Law)  \n◦ Articles of incorporation  \n◦ Current uniform bylaws adopted by PTA  \n◦ Standing rules (if adopted)  \n◦ Minutes of past meetings of the general membership & BOD  \n◦ A copy of the official membership roster  \n◦ A current roster of board members, all committee members & chairs  \n◦ Legal documents, including insurance policies and contracts  \n◦ Current and past tax returns  \n◦ Current and past audit reports  \n􀁠 Records all business transacted at each meeting of the organization – including board and executive committee meetings.  \n◦ A tape/digital recorder may be used during meetings to back up written notes.  \n􀁠 If there is no parliamentarian, that role becomes the secretary’s.  \n􀁠 Requests written reports from committee chairs  \n􀁠 Prepares a summary of unfinished business for the president.  \n􀁠 Enters members into NCPTA database  \n􀁠 Forwards new officer information to NCPTA  \n􀁠 Some organizations choose to split the Secretary position into 2 positions:  \n◦ Recording secretary  \n􀁸 Usually takes and distributes the minutes  \n◦ Corresponding secretary  \n􀁸 Sends out notices of meetings and handles the general correspondence of the organization  \n􀁠 When this is done, bylaws and standing rules should specify the responsibilities of each position.  \n􀁠 Ever been to a meeting where there are no objectives, people interrupt each other, conversation is dominated by arguing, and decisions aren’t made fairly or timely??  \n􀁠 Parliamentary procedure keeps this from happening.  \n◦ It is simply a set of guidelines (rules) for conducting organized meetings.","cbCailelYJiYNGUy","https://ap.wps.com/l/cbCailelYJiYNGUy","pdf",2476724,43,"English","# Responsibilities of the Board of Directors Secretary\n## Before Meetings\n## During the Meeting\n## After the Meeting\n## Section 6.9: File of Important Documents\n## Additional Duties","[{\"question\":\"What does the secretary do before meetings?\",\"answer\":\"The secretary works with the president to prepare the agenda, distributes the required meeting packet (electronic or hard copy), sends the official meeting notice, and prepares the annual report before the annual meeting.\"},{\"question\":\"What responsibilities does the secretary handle during meetings?\",\"answer\":\"The secretary calls the meeting to order in the absence of the president and VP/president-elect, conducts the election for pro tem chair, maintains access to the minutes book and governing documents, tracks current membership and committees, manages ballots when needed, and records what occurred at the meeting.\"},{\"question\":\"Which records and documents must be kept under Section 6.9?\",\"answer\":\"The secretary maintains a file of important documents, including articles of incorporation, current uniform bylaws, standing rules (if adopted), minutes of past meetings, the official membership roster, board and committee rosters, legal documents (including insurance and contracts), tax returns, and past and current audit reports.\"}]","NCPTA Board of Directors Secretary Responsibilities - Meeting Records and Documents | PDF"]