Secretary's Role and Responsibilities
The LAPTA Secretary for 2026 - 2028 is Whitney Gates who can be reached at Secretary@LouisianaPTA.org.
The Secretary keeps the official records of the PTA and helps ensure meetings, decisions, and important documents are recorded accurately. The Secretary works with the President, Executive Board, and membership to support organized meetings, clear communication, and proper PTA procedures.
The Secretary’s responsibilities include:
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Record accurate minutes for Executive Committee, Board of Directors, General Membership, and special meetings.
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Document motions, votes, decisions, quorum, attendance, reports, and other official actions.
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Prepare draft minutes promptly and present them for approval at the next meeting of the same group.
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Help prepare meeting agendas and identify unfinished business when requested by the President.
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Assist with confirming quorum and voting eligibility using the membership roster or sign-in sheet.
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Maintain official records, including minutes, agendas, rosters, bylaws, standing rules, correspondence, reports, election records, and the PTA’s EIN.
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Send meeting notices, letters, and other PTA communications when assigned.
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Protect confidential information and preserve original PTA records.
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Help maintain the PTA’s historical records when no Historian is serving.
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Organize and transfer a complete binder or digital folder to the incoming Secretary.
The Secretary records facts and final actions, not personal opinions, side conversations, or unnecessary debate. Accurate records protect the PTA and provide a clear history of the decisions made by its members and leaders.
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This policy clarifies that PTA funds are independent of the school, outlines who approves PTA spending, and includes the National PTA attorney letter as supporting authority.
This policy clarifies that PTA funds may not be used to pay school employees and volunteers.
This policy establishes standards for representing the PTA through social media and all official communications.
This policy establishes the requirements and limitations that apply when a PTA member or Board of Directors member becomes a candidate for political office.
Official PTA Forms
Use the current Louisiana PTA forms when conducting PTA business or submitting official documents.
Expense Form
Reimbursement and PTA Expenses
Financial Review Form
Yearly Financial Review of finances
Deposit Form
Used to record PTA money received.
Inventory tracking Form
Tracking PTA supplies
Nominating Committee Report
Reporting officer nominees
Tellers Committee Report
Recording election results
PTA Asset Tracking Form
Tracking PTA-owned items
PTA Monetary Donation to School
Donating PTA funds
Courtesy Seat Request Note
Requesting guest participation
Donation Receipt & Agreement
Recording donated items
Start-Up and Year-End Checklist
Beginning and closing tasks
Confidentiality, Ethics & COI Policy
Ethics and conflict agreement
Standing Rules Example
Sample rules day-to-day operations.
Sample Agenda
Sample meeting agenda.
Sample Sign in Sheet
Sample meeting sign in sheet