Executive Board

Position Descriptions

We highly recommend finding another parent/caregiver to be Co- with you. It helps to divide up responsibilities and when one of you is home with a sick kiddo, the other can step in for whatever needs doing.

President (or Co-Presidents)

  • Preside at all monthly general PTA meetings and monthly executive board meetings

  • Is an ex-officio member of all committees except the nominating committee

  • Appoint association committee chairperson with the approval of the executive board

  • Encourage meaningful participation in all parent and school activities

  • Provide opportunities for members’ leadership development

  • Delegate responsibilities to members of the PTA as needed

  • Is a mandatory member of the School Leadership Team

  • Attend all regular meetings of the President’s Council

  • Plan the agendas for the general membership meetings

  • Prepare Annual budget proposal with Treasurer for membership approval, make changes of budget with membership approval

  • Ensure PTA bylaws are adhered and up to date

  • Is one of the eligible signatories on checks

  • Assist with the June transfer of records, including all the pertinent user ids and passwords to the incoming executive board
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    Time Commitment: Approximately 10–15 hours per month with Co-Presidents, 20–25 for one person
    Term:     1 year term, renewable for 2 additional terms

Treasurer (or Co-Treasurers)

  • Responsible for all financial affairs and association funds

  • Maintain an updated record of all income and expenditures on school premises

  • Adhere and implement all financial procedure established by the association

  • Prepare and present monthly written reports of all transactions at every general PTA meeting, including all income, refunds, reimbursements and other expenditures with opening and closing balances

  • Prepare Interim, annual and fundraising reports

  • Make available all financial records for viewing by members upon request or for audit purposes

  • Monitor PTA finances and budget

  • In charge of all monetary transactions and bank deposits

  • Write all PTA checks for purchases, refunds, reimbursements

  • Is one of the signatories on checks

  • Prepare all financial reports necessary to file all tax documents in accordance with to IRS guidelines for non-profit organizations

  • Attend required monthly PTA and Executive Committee meetings

  • Assist with the June transfer of records to the incoming executive board
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    Time Commitment: Approximately 5–8 hours per month with Co-Treasurers, 10–15 for one person
    Term:     1 year term, renewable for additional terms

Recording Secretary (or Co-Secretaries)

  • Record the minutes of all PTA general meetings and keep notes on all executive board meetings

  • Work with President to prepare agendas for monthly PTA and Executive Committee meetings

  • Prepare notices, sign-in sheets and material for distribution

  • Prepare minutes of each general meeting, distribute copies of the minutes for approval

  • Is one of the signatories on checks

  • Keep custody of all PTA records on school premises

  • Incorporate all amendments into the bylaws

  • Ensure signed copies of the bylaws with the latest amendments are on file in the principal’s office

  • Work with Communications committee to promote PTA meetings, projects, events and fundraisers

  • Assist in recruiting and tracking volunteers for PTA initiatives and events

  • Attend required monthly PTA and Executive Committee meetings

  • Assist with the June transfer of records to the incoming Executive Board
    —
    Time Commitment: Approximately 5–8 hours per month with Co-Secretaries, 10–15 for one person
    Term:     1 year term, renewable for additional terms

Vice President (non-elected)

  • Preside at meetings with and in the absence of the President

  • Work with President and Treasurer on budgeting for fundraisers

  • Provide updates of committee activities at PTA meetings.

  • Recruit volunteers to lead PTA initiatives and help PTA chairs to recruit volunteers for events
    —
    Time Commitment: Approximately 7–10 hours per month with Co-VPs, 15–20 for one person
    Term:     1 year term, renewable for additional terms