The president, as the chair, stands, raps the gavel once (if used), and calls the meeting to order. This meeting requires all interested PTA parties to be present at the scheduled time.SAMPLE SET OF MINUTES (adapted from Utah PTA Secretary Packet). UNION ELEMENTARY PTA General MEETING MINUTES. The PTA Secretary posts meeting minutes for the last two years. For example, after every meeting, the PTO secretary should type up and send out meeting minutes and action items within 24 hours.