Board Resources

Most Important Duties

• Create Meeting Agendas.  
• Schedule and Preside at 5 General Meetings - Members must be notified 30 days in advance
• Hold Board meetings to prepare for General Meetings and add list of recommended motions to the agenda.
• Be the main contact with Council, upload needed documents and keep our unit in good standing.
• Be the main contact with the School Admin and occasionally meet with the Principle to discuss programs.
• Appoint the Parliamentarian, Project Chairs and members of the following committees (Financial Review, Bylaws, Budget).  Not the Nominating Committee which is elected by the members.
• Sign checks and check request forms.

View the Official CAPTA Job Description Here

Recommended Duties

• Guide the board in completing required paperwork, or delegate when appropriate.
• Guide the project teams as needed, or delegate when appropriate.
• Regularly attend local Council meetings or send a representative.
• Attend the Council events such as President & Principals Breakfast or send a representative.
• Attend State Convention as a Delegate
• Apply for our Unit to receive Awards and Council and District level events.
• You can serve as an "ex-officio" (same weight) member of every committee (except for nominating and financial review).   This includes the Bylaws and Budget committees.  

• Take ownership of the Bank Account and Checkbook.
• Upload Bank Statements monthly and Reconcile transactions.
• Categorize Transactions in the accounting software and provide a Treasurer's Report at every meeting.  Each report should begin on the date after the last report ended.  This ensures every transaction is shown to the members.
• Write Checks only after a request form is approved by president, and only if released funds are available for that category.  All checks require 2 signatures.  See this CAPTA flowchart as needed.
• Maintain a Binder with a check request forms/receipts for every check written, bank statements, reconciliation reports, deposit slips with cash verification forms, and minutes.  To be given to Financial Review committee.
• Manage the Budget and Create the Draft Budget in April.   Budget can only be "amended" at Association meetings.  Keep track of the funds released per category.   
• Complete the required Government Filings by November 15th.  (Fiscal year is July 1st - June 30th) 
  • State 199N
  • 990N Federal
  • RRF-1 Charitable Trust Renewal

• Be Transparent and don't stress the small stuff.  The Financial Review process is designed to forgive budget mistakes, forgotten signatures, late taxes, etc.   If something is done wrong, be transparent and move forward.
• Always be Transparent with the Bank Statements.  A Treasurer that always has an excuse for not sharing the bank statements can get accused of mismanagement.  Protect yourself by uploading the bank statements in Beekeeper.
• Protect yourself by taking photos of checks, cash, documents, and reports.   
• If a check goes missing, place a stop payment at the bank before issuing a new one.

• Take minutes at both Board Meetings and General Meetings, or arrange for another person to take them in your absence.  Motions should be tabled until the next meeting if quorum is not met.
• Complete the Final Minutes in advance of the next meeting of the same body (board or association), and send to those who were in attendance to ask for approvals. 
• Approved Minutes should be signed and dated by the secretary and uploaded to council.  See the council submission process on SVPTA.org

• Provide a sign-in sheet at Association meetings.   
• Send Thankyou cards to large donors.   
• Occassionally check with the office staff to see if there is Mail to pickup (cash or checks should only leave campus with the Treasurer).

• Preside at meetings if the President cannot attend.   Assist the President as needed.
• Authorized to be a backup check signer.   Sign checks that are issued to other check signers.  Assist with obtaining Bank Statements if needed.  See the CAPTA check signing flowchart here

• Work with the President and Board members and assist as needed in completing required documents, meetings, and motions to keep our unit in good standing.
• Use the spreadsheet on our website to Track progress of required documents and motions.
• Check the spreadsheet on the SVPTA.org Council Website to see which documents we are missing

• Membership sales can begin July 1st.  Only 15 members are needed to be a unit in good standing.  All board members must purchase a membership.
• Work with Treasurer to Confirm that Remittance payments are made to council.
• Be prepared to begin selling memberships at Hawk Walk, organize the member recruitment drive and information table.   
• Authorized to be a backup check signer.   Sign checks that are issued to other check signers.  Assist with obtaining Bank Statements if needed.  See the CAPTA check signing flowchart here

• Work with the president to improve communication with parents and the community.   
• Use the spreadsheet on our website to build a communications plan for the year, and leave recommendations for future social media teams.
• Find ways to increase meeting attendance as needed.   Establish liaisons to local elementary schools as needed.

• Give reports at Board and General meetings on Program status.   
• Invite Project Chairs (apppointed by the president) to present their project plans, budgets, vendor contracts at a board meeting for approval.  Only the president signs contracts.
• Find out if any program needs motions made at Board or General meetings for needs such as budget amendments, fund releases, and vendor contracts.    
• Work with the school to check on district facility reservation rules or movie licensing needs depending on the program. 
• Check the CAPTA Insurance Guide to see if any programs are not covered by our insurance

• Work with the president to hold meetings with project teams or delegate project planning to chairs as appropriate.  Using General Meeting time for discussing small project details is discouraged. 
• Use the spreadsheet on our website to keep programs running smoothly and leave behind recommendations for next years program team.

• In January,  Begin the Financial Review Process
  • Printout the CAPTA Financial Review Checklist and Fillout as you review
  • Review the Bank Statements, Reconciliation Reports, and Ledger of the July-Dec period.
  • Verify the correct amount of dues was sent to council.  
  • Make a list of recommendations regarding procedures that could have been followed better.  
  • Complete the CAPTA Financial Review Report Form (foreach bank account) and indicate if you found "mismanagement" requiring council investigation.
  • Find one or more members to do a secondary review if you are not a licensed CPA.  or have the president appoint members to the Financial Review Committee.
  • Motion to Adopt the Financial Review at a Board meeting  (after review committee signatures)
  • Motion to Adopt the Financial Review at an Association Meeting (after adopted by board)
  • Submit Report Forms, Recommendation list, and Checklist Worksheet to council
• Repeat this process again over the summer (Outgoing Auditor reviews the Jan-June period over the summer to be adopted in the Fall.) Review team should not include anyone who was a check signer or secretary of the period being reviewed.

• Sign the Reconciliation Reports monthly or find another non-check signing member to do this (Insurance Requirement).
• If the Treasurer is having issues providing Bank Statements, ask another check signer to go to the bank and request a printout.  

• Identify people willing to be on the Nominating Commitee before the January meeting
• Use the Nominating Committee Election Script during the January meeting and confirm the names are written in the minutes.
• Provide the nominating committee with instructions on their duties and help promote the application form for Board positions.
• Prepare for the Election of Board Officers before the March meeting.   Nominations will be allowed from the floor, a slate can be presented if published 28 days in advance.
• Use the Election Script during the March meeting to Elect the new board officers.  Confirm the names are written in the minutes, as this will also be required by the Bank to update signatures.
• If New Bylaws are needed (every 5 years, or when the board wants to make a change) :
  • President appoints a Bylaws committee
  • Parliamentarian leads the committee to investigate available options and recommend changes such as changing the number of Vice Presidents, increasing our dues, adding a financial secretary to the board, etc.
  • Recommended changes are approved at a Board Meeting
  • Draft is generated in FutureFund platform and approved by the State parliamentarian
  • Members are given 30 days advance notice of motion to adopt new bylaws
  • Motion to adopt new bylaws is made at an association meeting. New Bylaws take effect.
  • President and Secretary Sign Signature Pages.  Return Signature Pages to Council, and upload to FutureFund.

• Assist the President as needed during meetings with keeping the discussions and motions on track.  Suggest to limit speaking time or table a motion if the need arises. 

• Submit the Annual Historian Report Form (due in April) with an estimate of total volunteer hours for the school year

• Celebrate the Units Achievements by sharing photos and details of completed projects with Families and the Community.   
• Organize the Units permanent records as needed.

The President may appoint people to any other positions not defined in the Bylaws as elected Board Officers.

Social Media

Restuarant Nights

Online Auction

Staff Appreciation

These people can be board members or hold more than one non-board position.   Nobody can hold 2 Executive Board Positions.  These people can be invited to attend board meetings.  They do not have a vote on Executive Board Motions such as filling vacant elected postions, or Board adoption of the Audit.