Responsibilities of Officers The Executive Board The Executive Board is not an entity in itself. They are in place to represent the concerns and put into action decisions of the membership. ¾ Serves as liaison between the Association and the Principal ¾ Seeks the Guidance of Presidents’ Council ¾ Are Spokespersons for the membership ¾ Requests input and decisions from the membership ¾ Insures By-law s are present at each meeting ¾ Each Executive Board member may be a liaison to a Committee Chair Core - In order t o be a func tioning PA/PTA t he positions o f President , Reco rding Secret ary and Treasurer must be filled. President (Co Presidents) ¾ Accountable to the Executive Board ¾ Acco untable t o t he General Membership ¾ Pro vides Leadership t o t he Execu tive Boa rd and Membership ¾ Delegates, Coordinates and monitors the work of the officers and committees of the PA/PTA ¾ Presides at all meetings of the PA/PTA and Executive Board ¾ Serves as Presidents’ Council representative ¾ May Countersign all checks ¾ Sets up Speakers for Meet ings and Parent Events (if a 1 st Vice President is not elected) ¾ Assists the PA/PTA in moving forward with all decision making process through the use of parliamentary procedure ¾ Encourages parent participation in school activities ¾ Represents the PA/PTA constituency at meetings, forums, conferences and other events as needed. ¾ Serves as a core member on the School Leadership Team ¾ Meets with the Executive Board to plan agendas for PA/PTA meetings, consultat ions and information sharing. ¾ Sets tone for maximum member par ticipat ion. ¾ Assures there is a written record of the organization ¾ Files a Permit with the School Custodian for all evening meetings (Or d elega tes th is to an Execut ive Board member) ¾ Serves as an Ex-officio member of all committees (except the nominating committee) ¾ Votes in CEC Election
Transcript
Responsibilities of Officers
The Executive BoardThe Executive Board is not an entity in itself.
They are in place to represent the concerns and put into action decisions of the
membership.
¾ Serves as liaison between the Association and the Principal
¾ Seeks the Guidance of Presidents ’ Council
¾ Are Spokespersons for the membership
¾ Requests input and dec isions from the membership
¾ Insures By-law s are present at each meeting
¾ Each Executive Board member may be a liaison to a Committee Chair
Core - In order to be a functioning PA/PTA the positions of President , Recording Secretary and
Treasurer must be filled.
President (Co Presidents)
¾ Accountable to the Executive Board¾ Accountable to the General Membership¾ Provides Leadership to the Executive Board and Membership¾ Delegates, Coordinates and monitors the work of the officers and committees of the PA/PTA¾ Presides at all meetings of the PA/PTA and Executive Board¾ Serves as Presidents’ Council representative¾ May Countersign all checks¾ Sets up Speakers for Meet ings and Parent Events (if a 1st Vice President is not elected)
¾ Assists the PA/PTA in moving forward with all decision making process through the use ofparliamentary procedure
¾ Encourages parent participation in school activities¾ Represents the PA/PTA constituency at meetings, forums, conferences and other events as
needed.¾ Serves as a core member on the School Leadership Team¾ Meets with the Executive Board to plan agendas for PA/PTA meetings, consultat ions and
information sharing.¾ Sets tone for maximum member participation.¾ Assures there is a written record of the organization¾ Files a Permit with the School Custodian for all evening meetings (Or delegates th is to an Execut ive
Board member)
¾ Serves as an Ex-officio member of all committees (except the nominating committee)¾ Votes in CEC Election
Responsibilities of Officers (page 2)
Recording Secretary
¾ Attends all meetings¾ Takes minutes at all meetings
(Executive Board, General, Principal Parent Leader, Emergency)¾ Attends and take minutes at all district functions as designated by the President.¾ Keeps Minutes Accurate - Keep it factual, include key points (not full discussion word for word)¾ Insures minutes are unbiased and free from personal opinion.¾ Records all motions in exact wording including the name of who made the motion and who
seconded ¾ Keeps a record of all Yes’s and No’s to motions/votes¾ Reads or distributes minutes to members at each general meeting.¾ Keeps together in date order in a bound book or binder
Minutes Signed & Dated.All notices agendas and materials distributed at the meetingsA record of attendance
¾ Maintains a log of all amendments to By-laws. Signs any revised by-laws and insures a copy is onrecord with the Principal, Presidents’ Council, District Parent Support Office
¾ Prepares Agendas for upcoming Meetings from previous minutes and with the assistance of theExecutive Board
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board¾ May be a signatory on checks¾ Votes in CEC Election¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
If a Corresponding Secretary is not Elected to the Executive Board, the Recording Secretary is alsoresponsible for the CS duties as outlined below.
Treasurer
¾ Attends all meetings¾ Is responsible for the transfer of Association monies to the bank
(Tip: always count monies in twos and take a second person along with you to the bank )
¾ May be a signatory on checks (Tip:Insure persons in blood relation or relation by marriage do not sign checks together)
¾ Keeps Checkbooks and other ledgers in a safe area on school property, when not in use, toprevent unauthorized access
(Continued)
Responsibilities of Officers (page 3)
Treasurer (Continued)
¾ Maintains all deposit slips with appropriate identification of funds¾ Keeps all voided checks with signature portion removed¾ Does Not make checks payable to Cash!¾ Maintains an updated record of income and expenditures¾ Keeps a running balance on the budget¾ Gives a financial report at all association meetings¾ Collects and keeps an accurate class list of members who sent in donations¾ Prepares the interim and June annual financial accounting reports¾ Insures financial reports are distributed to membership and on file with the principal, Presidents’
Council and District Parent Support office¾ Assists Budget Committee in developing the yearly budget¾ Provides all required information to the Audit Committee
(Tip: insure there is no relationship, personal or professional between the auditor and the account signatories)
¾ Assists Fund Raising Committee Chair in preparing the Fund Raising Activity Report¾ Assists with transfer of all PA/PTA records to the incoming Executive Board¾ Votes in CEC Election¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
¾ 1st Vice President
¾ Attends all meetings¾ Assists the president and shall assume the President’s duties in her/his temporary absence or at the
President’s request¾ Attends district functions as requested by the President.¾ Arranges for guest speakers for meetings¾ Arranges for special events.¾ Assists with transfer of all PA/PTA records to the incoming Executive Board¾ May Act as Liaison to Fund Raising Committee¾ May be a signatory on checks¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
2nd Vice President
¾ Attends all meetings.¾ Assists the President and 1st Vice President¾ Attends District functions as requested by the President¾ May Chair a Major Committee upon appointment by the President¾ Assists with transfer of all PA/PTA records to the incoming Executive Board¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
Responsibilities of Officers (page 4)
Corresponding Secretary
¾ Attends all meetings¾ Attends District functions as requested by the President¾ Takes Minutes in the absence of the Recording Secretary¾ Records mail received by the association and reports on such at Executive Board Meetings¾ Creates an Association Logo or Letterhead and insures the School letterhead is not used on any
PA/PTA correspondence¾ Prepares responses or correspondence at the request of the President and keeps a copy on file¾ Prepares and distributes written notices & agendas for all Association Meetings in a timely fashion
( Tip: Al l meeting notices must be distr ibuted 10 days prior to meeting date)
¾ Keeps a list of names, addresses, Phone numbers and email addresses of the Executive Board. Makes list available to the Executive Board, Principal ,& Presidents’ Council
¾ May Assist the Nominating Committee in the creation of canvass letter and ballots¾ May Assist all committees with any notices, flyers or correspondence needed¾ Is Liaison to a Communications Committee¾ Should create a PA/PTA Newsletter to be distributed to members quarterly¾ Assists with transfer of all PA/PTA records to the incoming Executive Board¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
Tips for Corresponding Secretary:It is a good idea to send out your whole years calendar of meeting dates at the beginning of the school year. Youmust then send out monthly reminder Meeting Notices 10 days prior to each meeting.Make sure someone other than yourself proof reads all correspondence prior to sending.
Financial Secretary
¾ Attends all meetings¾ Acts as assistant to the treasurer¾ Assists in coordinating the budget¾ Assists the Treasurer in the preparation and filing of all required Financial Reports including the
Interim and Annual Report¾ Collects and keeps an accurate class list of members who sent in donations¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
Responsibilities of Officers (page 5)
Committees - Each PA/PTA committee has a unique function.
They should meet on a monthly basis and then as often or as necessary to accomplish their goals. The first meeting of any committee should be for introductions, choosing a chairperson (if one is notappointed by the president) and defining their goals for the year.
Chairperson¾ Is a Non Voting member of the Executive Board¾ Is either appointed by the President or elected by the committee¾ Oversees and Assists in clearly defining the goals of the committee¾ Insures the attendance and participation of its committee members to insure accomplishments of
its goals ¾ Seeks the assistance of their Executive Board Liaison¾ Reports the committee’s activities at each Executive Board Meeting for discussion¾ Gives an update of committee’s activities at each general membership meeting
List of Possible Committees that can be a part of a Parent Associat ion. These committees must bedefined in the Association’s By-laws.
¾ Fund Raising¾ Communication & Newsletter¾ Health¾ Membership¾ Hospitality¾ Special Events¾ Safety¾ Budget*¾ Auditing*¾ Nominating*
¾ Ad-hoc Committees ( a committee that may be created during the year to perform a special timesensitive task) ie; Graduation, Prom, Parent Dance, etc.
