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    Each year, the PTSA elects a Nominating Committee to help recruit the following year's executive committee, the leadership team of the PTSA. For more information about governance and how PTA's work in general, visit: http://www.pta.org/


    President

    The PTSA President sets the tone of cordial collaboration and provides guidance in creating partnerships within the school community and fostering an environment where parent involvement is encouraged and respected.

    The President will play a lead role in:

    • Unit organization
    • Meeting Agendas
    • Inclusiveness
    • Elections
    • Programs
    • Member training
    • Finances

    More specifically, the president is responsible for:

    • Organizing, setting, and planning priorities.
    • Recruiting, managing, motivating, and retaining volunteers.
    • Welcoming a diverse and inclusive group of members, volunteers and leaders.
    • Running effective programs.
    • Managing money and raising funds.
    • Supporting membership growth and retention.
    • Running effective meetings.
    • Ensuring all voices are heard through effective use of parliamentary procedure.
    • Advocating on behalf of students.
    • Transitioning to the next leadership team by nurturing potential leaders and preparing the incoming team.

    For more information, view the National PTA’s online resources: http://www.ptakit.org/


    Vice President

    The vice president may be called upon at any time to temporarily assume the place of the president; therefore, he or she should study the president’s duties and responsibilities and be familiar with the work of the PTA. In the event of the president’s resignation, the vice president assumes all duties until the president’s position is filled in accordance with the bylaws. Because a vice president is encouraged to be ready to assume leadership, he or she is encouraged to attend state PTA training and events, and be familiar with all PTA programs and resources.

    The vice president is responsible for:

    • Performing specific duties as provided for in the bylaws;
    • Assuming responsibility for duties designated by the president; and
    • Representing the president in his or her absence or upon request.

    Vice Presidents should have the following information:

    • Unit bylaws and standing rules
    • Unit approved budget
    • Minutes of at least the last six previous meetings
    • Contact information for all officers
    • Contact information for state PTA leaders

    Treasurer

    The incoming treasurer should discuss with the former treasurer the status of current fundraising activities, what money is available to be spent versus what is owed, and the bylaws as they relate to the treasurer’s responsibilities.

    The treasurer is responsible for:

    • Ensuring that the PTA’s financial records are reviewed according to the bylaws before assuming his or her duties;
    • Ensuring three authorized signatures are on file at the bank for financial transactions; these signatures are usually that of the current president and treasurer, and one other officer as an alternate (no two check signers should be from the same household);
    • Obtaining two authorized signatures on every check;
    • Collecting all money from persons delegated to collect or to raise funds during a local unit activity, and providing a written receipt for those funds;
    • Promptly depositing all money in the name of the local unit in a bank account approved by the board;
    • Maintaining an accurate record of all receipts and disbursements;
    • Obtaining authorization from the board before writing a check or spending money;
    • Remitting, by check, all authorized bills and statements as prescribed in the bylaws;
    • Submitting a written financial statement at each board meeting and at each general membership meeting;
    • Chairing the Budget Committee and preparing the annual budget as prescribed in bylaws;
    • Reporting income and expenses as compared with the budget;
    • Ensuring an audit, financial review or compilation is done in accordance with the bylaws, state PTA requirements, and the PTA’s business practice;
    • Preparing an annual report to be used to review PTA financial records; and
    • If your unit is a 501(c)(3), ensure the filing of the PTA’s 990 report to the IRS.

    The PTA Finance Quick Reference Guide will help orient the treasurer to his or her main areas of responsibility.


    Secretary

    The secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the permanent history of the PTA.  Promptness and accuracy are key to this job.

    The secretary also may be given the responsibility of maintaining all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings.

    The Secretary:

    • Sends out announcements for meetings (date and time)
    • Sends out the agenda and any pertinent documents necessary prior to the meeting, including the draft of the minutes of the previous meeting
    • Takes attendance (by voice vote or sign-in sheet) at the meeting
    • Checks for quorum
    • Presents the draft of the minutes of the previous meeting
    • Takes minutes
    • Counts votes
    • After meetings, ensures the approved minutes are included in the permanent record of the association

    The secretary should have these items on hand at all meetings:

    • Minutes of the previous meeting and pertinent attached reports
    • List of unfinished business to be discussed
    • Agenda
    • Current bylaws and standing rules
    • Current membership list
    • List of committee chairs
    • Materials for note/minute taking

    Legislative Representative

    Attend District and State PTA meetings, conferences and workshops. Know District and State PTA counterparts and consult them for advice and assistance.

    • Become familiar with PTA Resolutions and Position Statements.
    • Establish a method for sharing PTA Legislation Action Alerts with other PTA members.
    • Keep members informed about legislation related to education.
    • Meet with local government officials and know the local policies and ordinances affecting children and youth.
    • Attend Lobby Day and consider participating in legislation study groups and informal studies of the issues, and attend Candidates Forums.
    • Encourage members to vote and contact their legislators when relevant.