PTSA Board Officer & Executive Committee Chair Descriptions

PRESIDENT or CO-PRESIDENTS
The President shall:

• Oversee the Executive Board 
• Define vision, goals, and theme for the school year
• Be the official spokesperson for the PTSA.
• Perform all duties indicated by the Bylaws and Standing Rules
• Recommend members at large to the board 
• Appoint a Golden Acorn Committee annually
• Preside over PTSA meetings or designate a VP to preside if unable to attend.
• Work with the School principal to oversee the effectiveness of the PTSA projects
• Ensure all Chair positions are performing their duties in a timely manner
• Help maintain good working relationships between parents, teachers and the community
• Prepare agendas for all meetings, and be well versed in parliamentary procedure. 
• Meet regularly with the Principal on a mutually agreed upon schedule
• Review current programs to make any desired changes
• Evaluate and help implement new programs 
• Attend PTSA functions and assist where needed
• Facilitate general membership PTSA meetings; ensure the Standing Rules are followed
• Review and make update recommendations for Standing Rules
• Submit eBlast newsletter entries as necessary
• Discuss PTSA and answer questions through phone and email
• Attend Bellevue PTA Council monthly meetings or make sure a representative is in attendance 
• Oversee the Finance Committee and financial reviews twice a year.

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VICE PRESIDENT or CO-VICE PRESIDENTS
DESCRIPTION TO COME
 

SECRETARY or CO-SECRETARIES
The Secretary shall attend & take notes for all PTSA meetings. Other duties include:

• Distribute copies of minutes to the President(s) 
• Make any changes or corrections—then submit email copy of the minutes to all Board Members prior to the next scheduled meeting
• Bring copies of the prior meeting minutes to the next scheduled meeting for distribution
• Send email meeting reminders to the Executive Council and Board of Directors
• Catalogue all of the meeting minutes in an official Secretary Notebook to be maintained by the PTSA
• Be familiar with the Standing Rules for the PTSA and work with the President (s) to draft a yearly proposal of changes to the standing rules to the General Membership at the first meeting of the new school year
• House and maintain all legal documents and PTSA records in a set location 
• Initiate and maintain email group lists (Executive Board, Board of Directors, Committee Chairs) to facilitate communication
• Email notices for meeting reminders, etc.
• Provide copies of meeting minutes and calendar at each General Membership meeting
• Provide sign-in sheet for General Membership meeting attendees 
• Create and maintain Committee Chair spreadsheet

TREASURER or CO-TREASURERS
The Treasurer collects and deposits all monies raised by the PTSA and disburses the same according to the approved yearly budget.  The Treasurer is responsible for keeping accurate and detailed records of all transactions.  Responsibilities include:

• Attend all Executive Council and Board meetings and provide a budget report at each meeting
• Responsible for presenting any requested modifications to the approved yearly budget to the General Membership according to the PTSA Bylaws
• Balance all bank accounts monthly and submit duplicate bank statements to a non-signer on the Executive Committee for review and approval
• Maintain PTSA professional licenses and non-profit registrations, ensure that the organization continues to meet the requirements for tax exemptions as established in IRS
• File W-2 or 1099—Misc. tax statements for employees or contractors employed by the PTSA
• Ensure the appropriate levels of Liability and Property Insurance are purchased annually with Presidents and records what was paid
• Submit payments to Council, Regional and State PTA organizations, including membership fees and scholarship funds and record payment
• Manage Charitable Contribution correspondence to maximize Corporate Matching income (handle all the matching contributions from various employers, confirm matches and record income on budget)
• Close the books and submit annual audit at the end of each school year
• Work with tax professional to submit annual non-profit tax form
• Review, pay and submit all bills and money requests 
• Handle all cash, cash requests and deposits for committees 
• Main liaison between bank and Exec. board 
• Review Paypal, Amazon and square payments 
• Input all checks, deposits to Quicken, balance checking, run Quicken reports to input info on Excel Spreadsheet for Budget at each monthly meeting

The following duties will be divided between co-treasurers:

Treasurer 1 -Financial Duties (Spreadsheets, taxes, etc.)

• Attend all Executive Council and Board meetings and provide a budget report at each meeting
• Responsible for presenting any requested modifications to the approved yearly budget to the General Membership according to the PTSA Bylaws
• Balance all bank accounts monthly and submit duplicate bank statements to a non-signer on the Executive Committee for review and approval
• Maintain PTSA professional licenses and non-profit registrations, ensure that the organization continues to meet the requirements for tax exemptions as established in IRS
• File W-2 or 1099—Misc. tax statements for employees or contractors employed by the PTSA
• Manage Charitable Contribution correspondence to maximize Corporate Matching income (handle all the matching contributions from various employers, confirm matches and record income on budget)
• Close the books and submit annual audit at the end of each school year
• Work with tax professional to submit annual non-profit tax form
• Input all checks, deposits to Quicken, balance checking, run Quicken reports to input info on Excel Spreadsheet for Budget at each monthly meeting

Treasurer 2- Bank – Money Duties (Cash, Deposits, Bill-paying, etc.)

• Attend or alternates with Co-Treasurer all Executive Council and Board meetings 
• Ensure the appropriate levels of Liability and Property Insurance are purchased annually with Presidents and records what was paid
• Submit payments to Council, Regional and State PTA organizations, including membership fees and scholarship funds and record payment
• Review, pay and submit all bills and money requests 
• Handle all cash, cash requests and deposits for committees  
• Review Paypal, Amazon and Square payments 
• Main Liaison between Bank and Exec. Board

EXECUTIVE COMMITTEE CHAIR:  FUNDRAISING
The Executive Committee Chair of Fundraising works to develop long-term plans for fundraising activities.  This person works to build relationships and explore new fundraising ideas.  Responsibilities include:

• Develop a comprehensive fundraising plan for the PTSA in conjunction with the Executive Committee members and Board members
• Develop new and imaginative fundraising activities which do not interfere with the main mission of the PTSA to support all students.  Balance time/cost/effort to focus efforts upon the most appropriate fundraising activities for our school community. 
• Maintain records of participation for each fundraiser and provide analysis of results
• Create a recommendation list of fundraisers for the following year prior to budget approval
• Develop and maintain relationships with major donors/sponsors & new potential donors and sponsors
• Oversee large fundraising activities such as a walkathon, auction and book fairs
• Oversee grants and charitable trusts whose criteria match the PTSA and school’s mission
• Oversee corporate fundraising, including employee giving and matched giving from employers
• Work with the Treasurer to monitor income and expenditure against budgets and targets
• Attend WA State PTA Training Courses: “PTA & the Law” and “Money Matters”

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EXECUTIVE COMMITTEE CHAIR:  EVENTS
The Executive Committee Chair of Events shall oversee and/or organize enrichment activities and community-building events.  Responsibilities include:

• Polling membership (to include school staff) for potential programs of interest
• Fill out Building Use Forms for events with appropriate descriptions of room layout and equipment needed.  Have forms signed by VP of programs and the president.
• Schedule presenters and organize events; or, with the help of Volunteer chair, identify chairperson(s) to organize the event
• Work with the president to coordinate three general meetings per year. 
• Oversee chairperson(s) of individual events that fall under programs as indicated above -- this includes authorizing expenditures and insuring that events stay within budget
• If a presenter requires a fee—coordinate payment with the Treasurer as indicated in the annual budget
• Coordinate publicity of events with Communications VP

​EXECUTIVE COMMITTEE CHAIRS:  COMMUNICATIONS
The Executive Committee Chair of Communications are responsible for maintaining good communications with PTSA members.  This communication can be through electronic means or paper. 

The following duties will be divided between Co-Communications Chairs:

Communications Chair 1 -Website, FB, Kid Mail/Events flyers

• Communicate with the school Principal, Office Manager, and Executive Board members regarding necessary information to be shared with families. 
• Stay up-to-date on any event changes and provide a dynamic calendar on the website
• Maintain and update the PTSA website as changes are needed —and review website content at least weekly for accuracy
• Share responsibility with Comms Chair 2 for social media arenas and appropriate content for those sites
• Liaison with Office Manager to send out Talking Points text messages to families about events, fundraising, volunteering
• Split the design, print & coordinate distribution of paper flyers for events, fundraising and volunteering opportunities with Comms Chair 2
• Work with Executive Committee Chairs to maintain PTSA brand for all communications and events
• Verify all communication with the school Principal (if necessary), Office Manager and the PTSA President(s) prior to distribution

Communications Chair 2 - Newsletter, FB, Kid Mail/Events flyers

• Maintains the PTSA electronic newsletter content and distribution
• Responsible for coordinating with Communications Chair 1 and Executive Board to obtain up to date information on any event or event changes and share in bi-monthly e-newsletter
• Share responsibility with Comms Chair 1 for social media arenas and appropriate content for those sites
• Split the design, print & coordinate distribution of paper flyers for events, fundraising and volunteer opportunities with Comms Chair 1
• Work with Executive Committee Chairs to maintain PTSA brand for all communications and events
• Verify all communication with the school Principal (if necessary), Office Manager and the PTSA President(s) prior to distribution