PTA board Roles & responsibilities

Our executive board and committees make it all happen! We are a dynamic group of volunteers dedicated to making our school the best it can be. 

All Board Members

• Attend Peralta District PTA Training if possible in Summer/Fall

• Attend monthly Board meetings (let President know if you cannot attend)

• Review and add items to agenda

• Check and reply to e-mails in a timely manner

• Ask for help if you need it!!!

• Assist with setting up and cleaning up after membership meetings and events

President

• Oversee all PTA sponsored fundraising and parent involvement activities

• Work as liaison between PTA and other school and district entities

• Facilitate Board and Membership meetings (not able to vote)

• Make sure all board and event chair positions are filled

• Make sure Board members & event Chairs have what they need for fulfilling their duties

• Signatory on bank accounts, 2nd signature on checks as needed

• Responsible for meeting agenda content

• Understand bylaws and standing rules thoroughly

• Give out lots of thank yous!

• Delegate, delegate, delegate!

Executive VP / Program Chair

• Assist president as needed to make position more manageable

• Signatory on bank accounts, 2nd signature on checks as neededCoordinate between the various PTA committees and the Executive Board

• Verify that committees are on-track for their events

• Act as point person for timing, logistics, etc.

• Assist PTA President whenever needed

• Signatory on bank accounts, 2nd signature on checks as needed

1st VP / Fundraising Chair

• Oversee all fundraising efforts for PTA including Walk-a-thon, Raffle, Silent Auction and other assorted fundraisers (Ms. Dalloway's, e-scrip, inkjets, pay-pal etc.)

• Work as a liaison between event committee chairs and PTA board

• Coordinate with the webmaster to connect to fundraising options

2nd VP / Communications Chair

• Publicize PTA parent group meetings, fundraisers and events

• Contact local newspapers for newsworthy events

• Publicize PTA Membership Meetings (MX News, e-tree, flyers & robocall)

• Organize all logistical aspects of the monthly PTA meetings

Treasurer

• Maintain central records that track all monetary transactions

• Chair budget committee and compile budget for approval in the spring/fall

• Monitor budget and report timely overview for informed financial decision-making by Board

• Understand PTA monetary policy and procedures and ensure that these are followed

• Pay all association’s bills using reimbursement request forms and 2-signature checks

• Coordinate with Financial Secretary and E-Commerce Secretary, receive consolidated deposits reports with associated fees.

• Prepare payment authorization reports for membership meetings

• Prepare treasurers report (budget actuals) for membership meetings

• Submit payments for membership dues and insurance to CA PTA

• Prepare paperwork for auditor and accountant according to their requirements; adhere to Tax-filing deadlines

• Budget-related correspondence with Staff, Board members and Event chairs

Financial Secretary

• Receive and double check all Cash Verification (CV) forms

• Make sure all event staff are trained in proper cash/check/credit card handling procedures

• Prepare & present report of all deposits received since last membership meeting

• Make deposits

• Report all income separated by budget category to Treasurer for inclusion in monthly Treasurer’s report

• Perform duties as delegated by the Treasurer

• Responsible for checking PTA lockbox and processing contents

E-Commerce Secretary

• Responsible for all electronic means of incoming monies (Click and Pledge, Square, PayPal, eScrip, online auction, etc.)

• Collaborate with online fundraising organizers to ensure adequate reporting, using statements or Cash Verification Form equivalents for Audit.

• Report all income and associated fees, separated by budget category, to Treasurer for inclusion in monthly Treasurer’s report

• Submit ancillary e-Commerce account reports to Treasurer and Auditor.

• PTA Board liaison with online fundraisers and Fundraising Chair. Oversee security and management continuity (maintain passwords)

• Coordinate closely with Treasurer and Financial Secretary as needed

Auditor

• Audit books and financial records of the association semi-annually

• Make sure each check is accounted for by a budget line item, and/or a reimbursement or payment form

• Get bank statements, copy of taxes, budget, reimbursement/payment forms and other documents required for audit

• Report to Board that state and federal taxes have been filed; permanent copy goes to Treasurer and electronic copy filed on Google Drive.

• Not a voting member of the board-does not attend board meetings except for semiannual reports

Secretary

• Prepare agenda with President and Board

• Record minutes of each meeting, post Membership Meeting notes in office & Post on Google drive

• Have necessary documents for each Membership Meeting: multiple copies of the prior meeting's minutes, sign-In sheets, childcare sign-in sheets, name tags, & pens.

• Keep Membership Meeting minutes & Board Minutes in separate binders in the PTA cabinets

• Obtain appropriate signatures for prior meeting’s minutes

Parliamentarian

• Review and study bylaws and standing rules annually

• Provide copies of bylaws as requested

• Advise on questions of parliamentary procedure

• Facilitate healthy dialogue during meetings (use Robert's Rules of Order)

Volunteer Coordinator

• Recruit volunteers for the various PTA committees and activities

• Maintain spreadsheet/database of volunteer names, contact information, and desired volunteer activities

Room Parent Coordinator

• Coordinate the Room Parents & Act as liaison between room parents and PTA Board

• Make sure teachers have room parents (Recruits room parents as needed)

• Hold room parent meeting and training in beginning of year

• Works closely with Communications Chair and Volunteer Coordinator

• Maintains a list of room parent names and contact information

Hospitality Chair  

• Organize all logistical aspects of the monthly PTA meetings, including: facilities, childcare, snacks or food, & translation if needed

Membership Committee Chair

• Chair Membership campaign beginning Aug/Sept and again in Jan/Feb

• Create & distribute beginning of the year membership drive letter

• Update membership form if needed

• Coordinate with One More Month Campaign, PTA Board, Teachers, & Room Parents.

• Keep membership forms out and available (in the office, and on the front board)

• Collect and process all membership forms:

• Submit Cash Verification Forms to Financial Secretary

• Coordinate online payments with E-Commerce Secretary

• Report PTA Membership numbers for consolidated deposits to Treasurer

• Maintain database of PTA members by classroom

• Organize reward party

• Distribute thank you letters

Historian

• Help document major events and fundraisers at the school

• Update PTA bulletin boards in the front and in the office

• Coordinate with the webmaster to upload videos or pictures of events

• Collect volunteer hour reports, and make a final report at the end of the year

• Google apps admin-responsible for maintaining passwords, e-mails, administrative access levels, document and folder structure

Marketing Chair

• Maintain inventory of MX t-shirts, sweatshirts, totes, and kids caps

• Sell at major school events, including Kindergarten Potluck, Welcome Reception, Walk-a-Thon, and Spring Fair

• Order from local vendors to replenish stock when it gets low

• Help facilitate annual t-shirt design contest

• Responsible for preparing Cash Verification Forms for all T-shirt sales

EVENT & Committee ROLES

These positions are appointed and therefore not voting members of the Executive PTA Board

ANNUAL EVENTS

• Printing School Brochure

• Welcome Reception (Fall)

• Walk-a-Thon (Fall)

• School Directory (Fall)

• One More Month Appeal (Fall)

• T-Shirt Design Contest (Fall)

• Summer Readers’ Pizza Party (Fall)

• Literacy Night (Fall)

• Craft Fair (December)

• K Tours (Dec-Jan)

• Silent Auction (Winter)

• Family Heritage Night (Winter)

• Raffle (Spring)

• Spring Fair (Spring)

• Staff Appreciation Lunch (Spring)

• Middle School Info Night

• Discovery Night

ONGOING / MULTIPLE DATES

• After-School PTA Enrichment Classes

• School News Coordinator

• E-Tree Editor

• Website Editor

• Facebook Page

• Disaster Plan Liaison

• Safe Routes to Schools/Walk and Roll

• Grant writing

COMMITTEES

• SGC Committee Chair

• Yard Beautification Committee Chair

• Unity Coalition

• ELAC Representative

• LGBQT Family Rainbow Group

• Inclusion Families

• GATE Representative

• Traffic Safety Committee

• Green Team

• Disaster Plan Liaison

• School Library

• FUSE Social Justice