Westvale PTA Executive Committee Job Descriptions

President
  • Maintains Bylaws
  • Works hand-in-hand with Treasurer
  • Appoints Commissioners and Activity Chairs with help of Executive Committee
  • Coordinates with School Administration
  • Plans PTA Event Calendar
  • Prepares and conducts a Needs Assessment
  • Plans Membership goals with help from Executive Committee
  • Oversees signing of Basic Fiscal Management Procedures and Local PTA Ethics/Conflict of Interest Policy
  • Is a signer on the PTA checking account
  • Maintains Procedure Book
  • Attends PTA Council Meetings
  • Attends Council, Region, and State Trainings
  • Assists the Treasurer, with input from Executive Committee, Commissioners, and Activity Chairs, to prepare a budget for the coming year
  • Plans goals established as a result of the Needs Assessment
  • Makes sure funds are available for leadership training
  • Studies Utah Presidents PTA Handbook
  • Submits Reports
  • Makes sure the outgoing Treasurer has completed a year-end financial report and that the books are prepared for the Annual Financial Reconciliation
  • Receives a copy of the AFR and has the Treasurer present it to the membership at the first General Meeting of the school year
  • Makes sure the appropriate IRS filing (Form 990EZ or 990N) is submitted to Utah PTA by the deadline
  • Attends pre- and post-convention trainings held at the Council or Region level
  • Attends Utah PTA Leadership Convention in May with board members
  • Studies the Legislative section of the Utah PTA Handbook
  • Becomes aware of the annual Utah PTA Legislative priorities and attend all legislative conferences
  • Meets on a regular basis with school principal
  • Attends all meetings where local PTAs should be represented, including district School Board meetings
  • Meets with the Board at least once a month
  • Prepares an agenda for every Executive Committee, Board, and General Meeting, sends it out one week prior to meeting
  • Makes sure volunteer hours are collected at each meeting
  • Has principal report on school calendar at each meeting
  • Starts on time and ends on time
  • Has Treasurer report each month
  • Oversees all Commissions and Activites
  • Represents PTA on the School Community Council
  • At the end of term, shows appreciation to Board and volunteers
  • At the end of the year, makes sure the treasurer’s books are submitted for AFR
  • The executive committee appoints an AFR committee (non-check signers) or auditor, the AFR must be completed by August 1
  • Term is from July 1–June 30, transition is from election through the end of June (the books close on June 30)
President Elect
  • Assists the president in all duties
  • Is a signer on PTA checking account
  • Attends Council Meetings with President
  • Can stand in for President at meetings, as well as conducting when needed
  • Helps oversee all Commissions and Activities
  • Prepares to become President
Treasurer
  • The Treasurer is the legally responsible and authorized custodian of the funds of the PTA unit
  • Is the Committee Chair for the Budget Committee Meeting and presides over such
  • Makes deposits and writes checks
  • Ensures that the unit’s finances are properly handled
  • Must be diligent, knowledgeable, and conscientious in order to maintain accurate and up-to-date records
  • Records should be kept in accordance with standard, accepted accounting practices and must comply with PTA bylaws and IRS regulations
  • Prepares a monthly report and presents it at the Monthly PTA Meeting
  • Has Budget up-to-date and available for any member who requests a copy
  • Is a member of the Executive Board and the Board of Directors
  • Active participation in all Executive Committee and Board meetings is imperative so that he or she has input into the business of the board and in the decision making
  • Members of the board of directors of any non-profit organization have important responsibilities imposed by law, and years of court decisions which have imposed various “fiduciary duties”
  • July 1 – Fiscal Year Begins, change over PTA checking account signers
  • By the 25th of each month, remit Membership Dues, National & State portions submit to Utah PTA, Council portions submit to Council PTA
  • August 1 – Year-End Financial Statement and Report, submit to Council with copy of completed 990
  • September 1 – PTA Board List and Budget, submit to Council with copy of Minutes when budget was approved and signed Basic Fiscal Management Form, and Proof of Insurance
  • September 25 – Membership Dues – Early Bird Remittance Deadline
  • December 1 – Membership Dues – Remittance Deadline to participate in Utah PTA programs
  • February 1 – Sales Tax Refund Request Form (YELLOW paper) submit to Council
  • June 30 – Fiscal year ends and financial books must be closed, prepare Year-End Financial Reports
Secretary
  • Keeps minutes of motions and decisions made by the Board
  • Minutes from meetings are considered legal documents for the IRS and other entities
  • Conducts correspondence for the association
  • Serves as a support to the president in whatever is needed
  • Presents a copy of the minutes from the previous meeting, having been sent out at least 1 week prior to the meeting via e-mail and the PTA website
  • Calls for approval of minutes
  • Records business
  • Signs all minutes with name, title, and date and enters the minutes in the Secretary’s Book
  • Minutes should be complete, concise and accurate
  • Actions must be recorded in the order they took place
  • Minutes must contain: Name of PTA, Kind of Meeting: Executive, Board, or General; date, time, place, name and title of President, attendees, Treasurer’s Report, content of the meeting according to the printed agenda, and time of adjournment
  • Motions should be in the following format: “A motion by Sally Member for the School PTA to conduct a Fun Run was approved.” This should be recorded after the motion is seconded and voted on
  • The Secretary should take a count at each meeting to ensure that there is a quorum present, the number required for a quorum will be found in your association’s bylaws
  • Counts a rising vote when requested by the president
  • Acts as custodian of all records, except those specifically assigned to others (Treasurer)
  • Makes copies of the minutes for the President and the Treasurer
  • Has on hand for reference at each meeting: Bylaws and Standing Rules for your association, Agenda and Minutes, copies of Treasurer’s Reports, approved budget, lists of membership and committees and their members, and Yearly Calendar
  • Budget approval meeting minutes: these minutes must be taken and signed by both the President and the Secretary; this document must be turned in with your approved budget to your Council President
  • The Secretary may call a board meeting to order in the absence of the President and President Elect, and preside until a chairman pro-tem is elected
  • Has a working knowledge of parliamentary procedure, the bylaws, and standing rules
  • Is a signer on the bank account jointly with the Treasurer and President
  • Maintains an accurate record of PTA Board Members
  • Attends all meetings of the Executive Committee and Board and actively participates
  • Understand the association’s finances, thoroughly reads and understands the financial statement at every Board meeting
Legislative Vice President
  • Is well informed in order to educate local Board and membership
  • Attends legislative trainings at: Utah PTA Advocacy Conference, Utah PTA Legislative Conference, PTA Day at the Capitol, Council Legislative meetings
  • Studies legislative information in national, state, region, and council mailings and publications
  • Follows issues in the media
  • Uses Utah PTA Weekly Bill Sheets found at www.utahpta.org and elsewhere on the internet
  • Attends local school board meetings
  • Attends school council meetings
  • Communicates regularly with the Board
  • Takes time at PTA meetings to train and educate when needed
  • Informs local Board about legislative activities and legislative issues
  • Presents information on current political issues and Utah PTA positions and priorities
  • Requests assistance from the Utah PTA Legislative Network when needed
  • Organizes our local part of the Utah PTA Legislative Network
  • Meets with other local Legislative Vice Presidents in our Council to plan legislative activities
  • Attends Council and Region meetings as requested
  • Communicates with Council Legislative contact to decide how best to plan for our area, remembering that some activities may work best on a region basis
  • Attends Meet the Candidates Nights
  • Attends other legislative activities in your region or council
  • Maintains a positive working relationship with policy makers in your school district, and city: Legislators, Superintendents, Administrators, School Board Members, Community Council Members, Mayors and city officials
Teacher Representative Vice President
  • Attends monthly PTA Meetings
  • Is a strong advocate of PTA and encourages faculty members and others to join
  • Shares any concerns/advice from the teachers
  • Reports PTA ideas, concerns, and programs with the teachers at faculty meetings
Principal Administrative Vice President
  • Attends monthly PTA Meetings
  • Is a strong advocate of PTA and encourages faculty members and others to join
  • Gives a monthly verbal report at the Meetings on School activities and concerns