PTA Board Descriptions

President

Time Commitment: approximatley 5-10 hours per month
Busiest Times of Year: Busiest at the beginning of the year but flattens out until about April and then busy through June; additional special projects as desired

  • Manage overall objectives and strategies of PTA
  • Act as liaison between parents and principal / staff
  • Coordinate goals and strategy for the PTA plans for the school year
  • Coordinate board planning sessions as necessary
  • Assist in the recruiting for needed PTA Committee Chairs
  • Create agenda and facilitate monthly PTA meetings
  • Create agenda and facilitate about 3-4 PTA board meetings
  • Collaborate with Principal to create school calendar
  • Collaborate with PTA Treasurer to create PTA annual budget, financial review schedule and designate a member to complete monthly bank statement review.
  • Attend (or designate someone else to attend) quarterly Superintendent Breakfast events
  • Attend (or designate an alternate exec board member) monthly CORE Team meetings
  • Attend Tacoma Council PTA meetings when possible (consortium of the PTA Presidents from all Tacoma Public schools)
  • Ensure local council is in compliance with WSPTA training requirements
  • Key speaker for PTA talking point events such as Ice Cream Social, Open House, in-School Assemblies as needed

Vice-President

Time Commitment: approximately 3-5 hours per month
Busiest Times of Year: Busiest at the beginning of the year but flattens out until about April and then busy through June; additional special projects as desired

  • Preside at meetings in the absence of the President
  • Acts as an assistant to the President
  • Assist in the formulations of short and long term goals of the PTA
  • Assist in the recruiting for needed PTA Committee Chairs
  • Oversee committee chair activities
  • Liaison between exec board and committee chairman
  • Oversee fundraising selection, planning, and evaluation
  • Primary contact for PTA printing and graphics orders, order deliveries and sorting
  • Schedule school-wide assembly programs
  • Complete building use forms for all PTA events on school property
  • Secure and coordinate general meeting guest speakers
  • Engage in strategic planning for the PTA
  • Coordinate building use forms, daycare, snacks and door prizes for general membership meetings.
  • Coordinates and books Family Fun night events throughout the year.
  • Participate in board planning sessions and work with executive board to implement plans.
  • Regularly check and respond to PTA voicemail and messages left at school for PTA executive board
  • Maintain frequent communication with other exec board members of committee updates, PTA response to messages and other related information.
  • Maintain accountability of PTA storage locker keys and lockbox keys.
  • Maintain & update PTA bulletin boards with current events

Secretary

Time Commitment:  approximately 5-10 hours per month
Busiest Times of Year:  Immediately leading up to and following each meeting

  • Take minutes at all PTA related meetings (Executive Board, Committee, and general membership Meetings)
  • Forward general membership meeting notes to President for review, then submit minutes for inclusion on website.
  • Prepare copies of agenda, prior month’s meeting minutes, and sign in sheets for general membership meetings
  • Participate in board planning sessions and work with executive board to implement plans.
  • Assist in the recruiting for needed PTA Committee Chairs
  • Periodically checks and archives messages received in PTA org electronic mailbox
  • Records and responds to all inward and outward correspondences via Social Media, Website commentary and the like.
  • Maintains the PTA hard copy files and keeps files in easily accessible manner.
  • Maintains the PTA soft copy files; located in archived messages and in Drop Box.
  • Acts as the subject matter expert for PTA laws, rules and governing regulations for local, council and regional requirements
  • Oversees and assists with the PTA directory committee
  • Spearheads the PTA back to school packet content and delegates tasks for resource inclusion as needed to accomplish this project
  • Maintains the current bylaws, stand rules and membership lists.
  • Maintains the current logins and passwords for all PTA accounts.

Treasurer

Time Commitment:  approximately 5-10 hours per month
Busiest Times of Year:  Beginning of the year, due to learning curve. 

  • With the President, generate the annual PTA budget
  • Prepare annual tax return postcard
  • Pay bills and reimbursements as required
  • Process deposits to the bank
  • Inform committees of budgeted funds
  • Oversee ongoing PTA finances; ensure adherence to approved PTA budget
  • Prepare and present budget report for each PTA meeting
  • Submit financial reports for inclusion on website
  • Participate in board planning sessions and work with executive board to implement plans.
  • Keep an accurate and detailed account, in the books and records of the PTA, of all funds received and all funds disbursed.
  • Assist in the recruiting for needed PTA Committee Chairs
  • Maintain accountability of PTA electronic credit card hardware (square readers)
  • Prepare and issue donor receipts as requested
  • Comply with all due dates set by council and district PTA for remittance of monies and forwarding of reports in a timely manner
  • Maintain all correspondence related to PTA financials to include tax forms, IRS letters, money matters reports etc.
  • Ensure monthly bank statement review is completed and documented
  • Renew PTA insurance and mail appropriate fee to AIM insurance office by due date
  • Maintain list of PTA physical assets

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