Executive Board Positions
The CA PTA website details very specific job responsibilities, however, every PTA modifies their positions to fit their group. If you’re interested in running for an Executive Board position and would like more information, please feel free to email the current board member holding the position where your interest lies.
The president is the primary contact for Glenmoor PTA, representing Glenmoor PTA within the immediate community as well as within the Fremont Council PTA. The president prepares meeting agendas and presides over all monthly PTA meetings. He/she works closely with the principal, executive board members and chairpersons to set the yearly budget and ensure that goals are set and met.
Other responsibilities include:
- Reaching out to involve all parents in PTA.
- Fill vacancies on the board and in other volunteer positions, with input from the Executive Board.
- Ensure good communication throughout PTA.
- Communicate with, support, and empower PTA volunteers.
- Attend Fremont/Peralta District PTA meetings.
- Attend annual California PTA Convention.
Fundraising VP will work to develop and plan fundraising activities. This person will work to build relationships and explore new fundraising ideas.
- Play a key role in building a fundraising plan for the PTA.
- Balance time/cost/effort to focus efforts upon the most appropriate and efficient fundraising activities with the highest chance of success.
- Raise awareness of the PTA.
- Search for grants for criteria matching the PTA’s projects and activities and pass along to the Grant Writing Committee.
The Recording Secretary is elected by the Association and is one of the three required officers for a PTA. The Secretary’s primary responsibilities include keeping an accurate, concise, permanent record of the proceedings of all meetings of the Association and the Executive Board. These minutes are the legal record of the PTA. Minutes contain a record of action taken by the group in the order it took place. Personal opinion and discussion are not included. Meeting minutes are entered into a bound book and maintained by the Secretary. For reference the Secretary should have on hand at each meeting a copy of the bylaws and standing rules, copies of agendas, minutes from previous meetings, as well as any other applicable reference documents. The Secretary also is responsible for signing, with the President, authorizations for payment after the Association votes to pay a bill. For a more detailed description of the Secretary’s role and responsibilities please view http://www.capta.org/sections/management/secretary.cfm.
The treasurer is the authorized custodian of all funds of the PTA and one of the three officers required for the Executive Board. The treasurer is responsible for attending every monthly PTA meeting, maintaining an accurate treasurer’s book and checkbook, submitting monthly treasurer reports, working with the Executive Board to develop an annual budget, issuing receipts for all monies received, complying with all financial deadlines, attending any needed training, handling tax issues and preparing records for an annual audit. The time needed to devote to this position is about 4-6 hours per month.
The financial secretary is an elected officer authorized to receive all monies collected by the PTA.
- Receive all monies, check amounts for accuracy and issue a numbered receipt for each transaction. All receipts should be accounted for and numbered.
- Record all receipts in a bound ledger book, indicating the date of receipt, number of receipt issued, amount, from whom received, and for what account (e.g., membership, fundraising).
- Note any refunds or disbursements that need to be made.
- Give the treasurer itemized bills, sales slips, and invoices for payment by check.
- Provide, to the treasurer, a duplicate deposit slip and a remittance form listing the accounting of all money received.
- Make sure that at least two people count the money together. This may include the event chairman and treasurer or financial secretary if possible.
- Keep a record of all funds counted using the “Cash Verification Form” found in California State PTA Toolkit.
- Ensure that all persons counting the money sign the “Cash Verification Form.”
- Send notices of meetings to executive board members and/or association members, as directed.
- Print publications: create and edit monthly newsletter from template in both English and Spanish, duplicate and place grouped copies in teacher boxes.
- Electronic communications: update website content, maintain email account names and passwords, web hosting information, domain name information, social media usernames, logins and passwords, webmaster contact information.
- Calendar of events and contact information for PTA officers and chairmen.
- Review PTA calendar of events. Schedule website, social media updates, event promotion and publicity around these dates.
- Set submission deadlines for the year for all publications. Create a content calendar for social media and website postings.
ENSURING QUALITY COMMUNICATIONS
- Make sure that all publications material is cleared with the principal and PTA president prior to publication or posting.
- Principal is responsible for the accuracy of school information and compliance with the State Education Code and school district policy.
- PTA president is responsible for the accuracy of PTA information and compliance with PTA policies.
- Do not include photographs of or specific information (names, class, email, address, etc.) about adults or students without written permission.
- Create visually interesting communications with careful use of photographs, bullets, quotes, charts, and graphics.
- Have 2-3 people other than the author proofread prior to publishing or posting.
- Arrange for translation services.
CREATING MEDIA NEWS (Not required, but would be nice)
- Local media may be interested in news coverage of your PTA event or project if it:
- Piggybacks on breaking news.
- Be prepared to be one of the experts and demonstrate that PTA is a voice on the issues being debated.
- Ties in with anniversaries and annual happenings.
- Identify events or dates related to schools and children (i.e. Back-to-School) and find a way to tie them to PTA programs.
- Spotlights a special event.
- Announce activities that may be of interest to a large audience and invite local VIPs. •
- Uses a “hook” or “angle.”
- Tell the story in a new way. Provide a new angle.
- Give a regular communications report to your PTA.
- Maintain an up-to-date website.
- Use social media to communicate with members.
- Encourage officers and chairmen to contribute short articles and reports for the newsletter, website, or social media site.
- Provide media releases as requested.
- Piggybacks on breaking news.
The PTA auditor is an elected officer and member of the executive board. An internal audit shall be performed by an impartial person not related by blood or marriage or residing in the same household of the president, financial officers, check signer or any chairman handling funds. The purpose of an audit is to:
- Determine the accuracy of the books and records of the financial officers;
- Detect and recommend correction of errors;
- Protect the financial officers and relieve them of responsibility except in case of fraud;
- Verify funds have been transferred through channels (e.g., membership, insurance, Founders Day freewill offering).
- Assure the membership that the association’s resources and funds are being managed in a businesslike manner within the regulations established for their use.
Audits are performed at the times specified in the bylaws (Article VI, Section 8). Books must be audited semi-annually and at any time a financial officer resigns or no longer serves in that position, before the new officer assumes the duties, and whenever deemed necessary.
- Captures, assembles and preserves record of activities and achievements of a PTA
- Collects volunteer hours for PTA meetings and events
- Completes and submits the PTA Unit-Annual Historian Report to council/district PTA Fills out Historian Summary Report and files copies as Historian records, like minutes are kept forever.
- Copies for minutes, procedure book and, if applicable, president’s memory book Displays or presents brief overview of PTA year at meeting near the end of the school year
- Why do historians collect volunteer hours for a PTA? Volunteer hours are collected and reported to maintain PTA’s federal tax exemption status. As a non-profit 501(c)(3) organization, PTA must receive 1/3 (one-third) of its support from the general public. The recorded hours from volunteers are proof of this. They are also used in advocating on behalf of children and as information in grant writing.
- What do I include as volunteer hours? Include time spent by all of your members in activities related to the operation of your PTA. This includes volunteer time spent for meetings, preparation, travel, PTA events, workshops and convention. One easy way to remember is, if PTA asks you to do it, count it toward your PTA’s volunteer hours.
- How do I collect volunteer hours? Start to collect and tally all of your members’ hours from the beginning of the PTA year. Consider using a sign in or tally sheet at PTA events and meetings for everyone to use to report their volunteer hours each month. To meet the due date for the PTA Unit-Annual Historian Report in your PTA council/district, usually in April/May, remind your members to project their volunteer hours through June 30 of the reporting year.
SHOWCASE YOUR PTA HISTORY (not required, but would be nice):
- Take lots of photos at PTA events
- Set up a display board to highlight your PTA activities in school hall/office
- Share your PTA History at Back to School Night, staff luncheons and community events
- Present ‘mock’ check to your school board to show dollar value of volunteer hours at end of school year
- Collaborate with Founders Day Chairman to promote PTA History
- Create a President’s Memory Book to present at end of term
- Send out press releases to local media of your events
- Add PTA History to your website or social media postings
- Review and study the bylaws and standing rules annually. If changes are required, ask the president to appoint a committee for this review. Proposed amendments must be submitted through council (if in council) and district PTA channels to the state parliamentarian for approval before adoption at an association meeting. Bylaws should not be more than 2 years old.
- Verify that the PTA council (if in council) and district PTA have a current copy of the unit’s bylaws.
- Make sure the unit has a copy of Robert’s Rules of Order.
- Provide the members and the executive board with training on simple parliamentary procedures; how to state a motion, rules of debate, quorums.
- Advise presiding officer, when requested, on questions of parliamentary procedure. Parliamentarians do not “rule.” Only the chair has the power to rule on a question of order. If the parliamentarian has expressed an opinion at the request of the chair, the chair must still make the ruling.
- Assist the presiding officer by keeping track of the order of those wishing to speak, motions, amendments, voting, etc., during meetings.
The major responsibilities of the membership chairman are:
- Make membership growth and retention a prioritized goal of the PTA;
- Collect and reconcile membership dues with financial officers;
- Distribute membership cards; and
- Provide regular membership reports.
Additional Responsibilities (not required, but would be nice):
Create a membership committee that would:
- create a plan that attracts new members and retains previous members;
- build an informed and active membership that supports the PTA’s mission, goals and programs;
- promote and celebrate successes with members and within the community;
- develop an outreach component within the campaign for underrepresented groups;
- identify barriers to involvement such as language, culture, childcare, transportation, etc.; and
- include a student involvement element in the campaign.
The membership committee should meet before the beginning of the school year to establish the membership goals, design the membership and outreach promotion, and plan yearlong duties and activities. Create a marketing plan that promotes your PTA’s successes and the work of the PTA so that new members will be informed and attracted to join, and current members will be motivated to renew their membership. The membership plan must be approved by the executive board.
Membership Activities Ideas
Discuss and decide on your PTA’s membership theme and membership goal.
- Publicize it in many ways: on your website, in a registration packet, issue a press release, display posters at school.
- Visually represent your goal and its progress a prominent place.
- Consider either the California State PTA membership challenge as a goal, or set your own.
- Include your membership invitation in the school’s summer mailing or newsletter.
- Have the invitation available in the office for late-registering families as part of a welcome packet.
- Include the following in your invitation letter:
- Information about your campaign (theme, goals, anyone can join);
- What your PTA has provided/plans to provide for the school and community;
- What membership means (benefits of being a member, having a voice); and
- Reference to the other levels of PTA and what they offer.
- Create a teacher/staff-specific invitation to encourage staff membership.
- Ask your principal to join PTA and promote PTA membership to the staff.
- Think about offering a particular incentive to encourage staff participation.
- Advise staff about the teacher and nurse continuing education scholarships available through California State PTA.
- Discuss who is not represented in your PTA and make a plan for outreach to the community, including non- family members and others.
- Identify those who are not members but should be included so that your PTA truly reflects your community.
- Include PTA contact information in every PTA or school newsletter for those interested in joining or getting in touch and make sure the office provides contact information to those who request it.
- Set up a membership table at every PTA and/or school event with brochures or other giveaways to inform people about PTA. Include events such as:
- Registration days and/or orientations for new students/parents; and
- Student performances and other events at school.
- Use PTA brochures and other resources to promote/market PTA and explain the benefits of PTA.
- Contact previous year’s members if they do not re-join to make a personal “ask”.
General Board Responsibilities
To ensure a successful term of office, certain responsibilities begin as soon as officers are elected. All board members and chairmen are expected to:
- Accept office or position only when willing to uphold the policies and procedures of the State and National PTA;
- Accept office only when willing to prepare oneself to fulfill the responsibilities of the office;
- Study and follow unit bylaws and standing rules;
- Attend and participate in meetings;
- Abide by the will of the majority;
- Respect the privacy of the business of the executive board;
- Protect members’ privacy by allowing no distribution of membership lists to outside interests;
- Meet deadlines and fulfill assignment promptly;
- Give accurate and detailed account of all monies entrusted to them;
- Delegate instead of doing it all yourself;
- Develop and strengthen leadership;
- Attend conferences, workshops and conventions;
- Maintain a procedure book to pass on to one’s successor; and
- Resign if unable to perform the required duties of the office.
The California State PTA does not recognize co-officers. “Co-officer” implies two people of equal rank sharing one position. In PTA, only one name may be listed for each office, and only one individual may vote. Bylaws may be amended to include additional officers to share the workload.
The bylaws provide the month for the annual election and the date when the term begins. All officers and chairmen are obligated to study and follow PTA bylaws and standing rules. They are also responsible for reviewing, as well as maintaining while they are in office, the procedure book (Procedure Book 2.3.4, 38) specific to their office.