Job Descriptions for PTSA Board of Directors

 

President

  • Plan and lead monthly Board of Directors and General Membership meetings.
  • Maintain the President notebook and pass it on to the incoming President.
  • Lead the PTSA toward the specific goals approved by the membership.
  • Understand the objectives of the PTSA, Washington State PTA Bylaws, and local unit standing rules.
  • Be aware of and utilize resources from Issaquah PTSA Council, State PTA, and National PTA.
  • Sign all binding agreements on behalf of the PTSA.
  • Attend and vote as a delegate at monthly Issaquah PTSA Council meetings, or send a delegate in his/her place.
  • Attend PTSA/Principal meetings as needed.
  • Be aware of key dates, deadlines, and priorities for the school and PTSA.
  • Work with the Director of Communications to ensure that the works, priorities, activities, successes, and needs of the PTSA are communicated to the membership.
  • Work with the Director of Volunteers to ensure that all committees have a Chair or co-Chairs and understand their responsibilities.
  • Work with the Treasurer to ensure that the PTSA money is accounted for properly.
  • Work with the Budget Committee to establish the budget for the year.
  • Make appointments to positions and committees as designated in the Standing Rules with approval of the Executive Committee.
  • Disseminate and communicate all information received pertinent to PTSA programs.
  • Serve as an ex-officio member of all committees except nominating committee.

 

Secretary

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Secretary notebook and pass it on to the incoming Secretary.
  • Keep accurate minutes of all meetings.
  • If unable to attend a meeting, ask someone to act as Secretary to present minutes from previous meeting and take minutes of current meeting.
  • Provide the approved minutes to be posted on the PTSA website.
  • Record attendance and determine existence of quorum at all PTSA meetings.
  • Responsible for correspondence as designated by President.
  • Maintain Legal Documents notebook.

 

Treasurer

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Treasurer notebooks and pass them on to the incoming Treasurer.
  • Receive and issue receipts for all PTSA funds.
  • Make bank deposits promptly.
  • Manage accounts payable from July 1st to June 30th according to the approved budget.
  • Renew and pay for insurance (November).
  • Keep a current, accurate and detailed account of all funds and input data into MoneyMinder, or other accounting software as designated by the PTSA.
  • Supply copy of monthly treasurer report to secretary by the Sunday before the board meeting each month.
  • Prepare and present written monthly financial reports at the PTSA Board and General Membership meetings.
  • Update website’s budget page or submit to webmaster.
  • Must be present at Panther Days in August.
  • Should be present at all other fundraisers, or arrange in advance for proper accounting of funds.
  • Serve as chairperson of the budget committee; lead new budget process in spring for the following year.
  • Oversee financial review processes in late January and early July.
  • File 990-N Tax Return (by Nov 15) or submit materials to accountant for Federal Tax Return for year served.
  • Maintain one copy of the PTSA Legal Documents notebook (Secretary has the other one).
  • Pay all state corporation fees (i.e., Charitable Solicitations and Incorporation Annual Report in February).
  • Pay the yearly Raffle License with the WA State Gambling Commission and file quarterly reports (Jan, Apr, July, Oct).
  • The Treasurer oversees the following committees:
    • Budget committee
    • Financial Review committee

 

VP Communications

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Create/write/compile articles for weekly e-news.
  • Send weekly e-news communications as well as occasional special event communications as needed.
  • Work with webmaster to maintain relevant, accurate and updated website.
  • Update IMPTSA Facebook page with timely information about PTSA events.
  • Provide monthly PowerPoint files to main office for PTSA TV Presentations.
  • Help recruit committee chairs under your directorship
  • Must attend one PTSA training in August, October or February.
  • Oversees the following:
    • Newsletter editor/publisher
    • Directory
    • VIS
    • Language Liaison

 

VP Programs

  • Attend monthly Board of Directors and General Membership meetings.
  • This position oversees the year-long programs at IMS: Binder Bootcamp, Family Ambassadors, Golden Acorn, Parent Ed, Reflections, Walkabout.
  • Provide a report once per month to the Executive Board of Directors. In addition, speaking on behalf of the committee chairs unable to attend.
  • Time commitment is year-long, 2-4 hours per month in addition to the two monthly meetings.

 

VP Ways and Means

  • Attend monthly Board of Directors and General Membership meetings.
  • Plan and organize fundraising activities.
  • Raise funds needed to meet the budget.
  • Present reports on proposed fundraising activities at Board and General Meetings.
  • Provide guidance and oversight to committee chairs.
  • Help with financial reviews as needed.
  • Present fundraising ideas to Board for feedback and approval.
  • Communicate/advertise fundraisers via PTSA E-News, website, Facebook, TV, posters, flyers, curriculum night, concerts, plays, etc.
  • Support committee chairs; i.e., provide budget, connect with resources, etc.
  • Report fundraising activities at general PTSA meetings.
  • Work with Volunteers chair to recruit volunteers as necessary.
  • Work with Treasurer to manage revenue and expenses.

 

Director of Hospitality

  • Attend monthly Board of Directors and General Membership meetings.
  • Create welcoming atmosphere at events.
  • Works with committees and other chairpersons to organize and set up refreshments, food, decorations and hosts for PTSA events and music concerts.
  • Maintains hospitality supplies and equipment.
  • Reports on hospitality plans at Board meetings for forthcoming PTSA events.
  • Assign volunteers to take turns and help with hospitality, registration, room set up and clean up for events and music concerts.
  • Coordinate the purchase, preparation and set up of refreshments, food, supplies, registration sheets, name tags and any decorations for PTSA events and music concerts.

 

Director of Membership

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Create and execute membership campaign designed to accomplish membership goals.
  • Enter all members into the State PTA database.
  • Work with the Treasurer to ensure dues collected match the number of members recorded.
  • Ensure that fees are remitted to the PTSA Council.
  • Attend Curriculum Night, Fifth Grade Information Night, and other special IMS events where membership representation is needed.
  • Maintain the Membership notebook with membership procedures and records and pass it on to the incoming Director of Membership.

 

Director of Outreach

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Manage program that helps support IMS students and families who are struggling and need some extra assistance.
  • Manage the student outreach budget.
  • Manage the Outreach Angels Program and chair(s). 
  • Contact the Outreach Angels when there is a need as indicated by the Principal.
  • Communicate directly with the Principal regarding student and community needs.

 

Director of Volunteers

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Maintain the Volunteers documents and pass it on to the incoming Director of Volunteers.
  • Develop and submit volunteer interest survey (summer mailer, BTSCI and website).
  • Disseminate lists of volunteers to committee Chairs and Board.
  • Develop and facilitate Chair trainings as needed
  • Send requests for volunteers as necessary, utilizing e-news, Peach Jar, email, and State PTA database as appropriate.
  • Supports school office with volunteers on an as-needed basis.
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