Roles and Responsibilities

The Executive Board is not an entity in itself.

They are in place to represent the concerns and put into action decisions of the membership.

Serves as liaison between the parent membership and the Principal

Seeks the Guidance of Presidents’ Council

Are advocates for the membership

Requests input and decisions from the membership

Insures Bylaws are present at each meeting

Each Executive Board member may be a liaison to a Committee Chair

Core/Mandatory Officers - In order to be a functioning PA/PTA the positions of President, Recording Secretary and Treasurer must be filled.

Non Mandatory Officers - Officer positions may be adopted into the bylaws by the membership

If this language is in the PA/PTA bylaws:

For President/Co-Presidents - In the event that no eligible parent member is interested in running for the sole officer position of president, the association may take nominations for the positions of co-presidents. The co-presidents must assume the duties of the President as outlined below. The term of office for co-presidents shall be for one year as outlined below.

You cannot take nominations for Co-Presidents.

President and/or Co-Presidents: The President or Co-Presidents shall preside at all meetings of the association and shall be an ex-officio member of all committees except the nominating committee. The president or co-presidents shall provide leadership for its members. The president or co-presidents shall appoint chairpersons of PTA committees with the approval of the executive board. The president or co-presidents shall delegate responsibilities to other PTA members and shall encourage meaningful participation in all parent and school activities.

The president or co-presidents shall meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the general membership meetings. The president or co-presidents shall be one of the signatories on checks and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The president/co-president or their representative shall represent the PTA on district committees. They will meet with the principal quarterly to discuss parent involvement issues; attends professional development sessions from President’s Council’s, the District and F.A.C.E. The president or co-presidents shall assist with the June transfer of PTA records to the incoming executive board.

The president or designated co-president (see bylaws provision below) shall attend all regular meetings of the District Presidents’ Council, Community Education Council and shall be a core member of the School Leadership Team and School Safety Committee. If the president is unable or unwilling to serve as the District President’s Council, Community Education Council or School Safety Committee a representative and an alternate(s) must be identified during the election meeting.

In the event that the association elects’ co-presidents in the spring, the remaining executive board members in consultation with the association will determine which co-president will serve as the core member on the School Leadership Team and School and Safety Committee. The Co-Presidents must decide who will serve as the District Presidents’ Council member, and attend Community Education Council meetings and inform the general membership.

In the event a co-president resigns, the remaining co-president shall continue as president for the remainder of the term. In the event the remaining co-president is unwilling or unable to continue as president, the vice president may fill the co-president position through succession. In the event the Vice President is unable or unwilling to fill through succession, an expedited election will be held. (See Article IV Section 6) they will resign from their position and their will be an election.

Recording Secretary: The secretary shall maintain the official record (minutes) of the proceedings and actions of all association meetings. The responsibilities shall include the preparation of notices, agendas, sign-in sheets, and materials distributed. The recording secretary shall prepare copy and distribute the DRAFT minutes of each association meeting in accordance with Chancellor’s regulations A-660. They shall make written copies of the minutes available upon written request. They shall maintain custody of the association’s records on school premises. The recording secretary shall sign and incorporate all amendments into the bylaws and shall ensure that signed copies of the PTA bylaws with the latest amendments are on file with the Principal, President’s Council and the District. The recording Secretary shall distribute a copy of the association’s bylaws at the first meeting of the school year. The recording secretary will have a copy of the association’s bylaws in view at every meeting. The recording secretary shall be responsible for reviewing, maintaining and responding to all correspondence addressed to the association. The recording secretary shall be one of the signatories on checks and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The recording secretary shall assist with the June transfer of all PTA records to the incoming executive board. In the event the recording secretary resigns, the vice president may fill the position through succession. In the event the vice president is unwilling or unable to fill a core position, (see Article IV Section 6).

Attends quarterly meetings with the Principal and attends professional development sessions from President’s Council’s, the District and F.A.C.E. The recording secretary will forward the June meeting minutes to the nominating committee.

Treasurer: The treasurer shall be responsible for all financial affairs and funds of the association. The treasurer shall also be responsible for maintaining an updated record of all income and expenditures on school premises and shall be one of the signatories on checks and shall be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The treasurer shall adhere to and implement all financial procedures established by the association and maintain neat and orderly records. The treasurer will disperse authorized monies only upon presentation of vouchers and bills/receipts and ensure no checks are written to cash/petty cash. The Treasurer shall be prepared to present and distribute written copies of monthly financial reports (includes income, refunds, reimbursements, other expenditures, opening and closing balances and fundraising activity reports) at all association meetings. The treasurer shall also prepare and distribute the January 31^st interim and June annual financial accounting reports to the membership, Principal, Presidents’ Council and the District Office. The treasurer shall make available all books or financial records for viewing by members upon written request and for audit. The treasurer shall work with the audit committee, for an annual audit of books of the organization. The treasurer will be a member of the budget committee. The treasurer shall prepare all financial records and assist with the June transfer of all PTA records to the incoming executive board. In the event the treasurer resigns, the financial secretary shall fill the position through succession. In the event the financial secretary in unable or unwilling to fill the position, see (Article IV Section 6)

Attends quarterly meetings with the Principal and attends professional development sessions from President’s Council’s, the District and F.A.C.E.

They shall ensure that the association's Employee Identification Number (EIN) is on file with the Principal and Presidents’ Council. They will ensure that the council’s EIN number remains active with the IRS.

1st Vice President: The vice-president shall assist the president or co-presidents and shall assume the president's or co-presidents’ duties in their absence or at the president’s or co-presidents’ request. The vice-president may be one of the signatories on checks and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The vice-president shall assist with the June transfer of PTA records to the incoming executive board. The recording secretary may be one of the signatories on checks.

Attends quarterly meetings with the Principal and attends professional development sessions from Presidents’ Council, the District and F.A.C.E. Shall fill a vacancy in any core position. In the event the vice president is unwilling or unable to fill a core position (see Article IV Section 6). Arranges for guest speakers for meetings.

May chair a major committee upon appointment of the president.

In the event the Virtual Support Liaison position cannot be filled, the responsibilities will be fulfilled by the Vice President.

2nd Vice President: The vice-president shall assist the president or co-presidents and shall assume the president's or co-presidents’ duties in their absence or at the president’s or co-presidents’ request. The vice-president may be one of the signatories on checks and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The vice-president shall assist with the June transfer of PTA records to the incoming executive board. The recording secretary may be one of the signatories on checks.

Attends quarterly meetings with the Principal and attends professional development sessions from Presidents’ Council, the District and F.A.C.E. Shall fill a vacancy in any core position. In the event the vice president is unwilling or unable to fill a core position (see Article IV Section 6). Arranges for guest speakers for meetings.

May chair a major committee upon appointment of the president.

In the event the Virtual Support Liaison position cannot be filled, the responsibilities will be fulfilled by the 1st Vice President.

Corresponding Secretary: The corresponding secretary shall be responsible for reviewing, maintaining and responding to all correspondence addressed to the association. The responsibilities shall also include the preparation of notices, agendas, and materials distributed.

The corresponding secretary shall assume the position of recording secretary in the event of a vacancy. May fill a vacancy in any core position if declined by the 1st and 2nd Vice President, non-mandatory officer.

Attends quarterly meetings with the principal and attends professional development sessions from President’s Council’s, the District and F.A.C.E.

Financial Secretary: Responsibilities are to assist Treasurer in all financial matters. May give financial report at association meetings as requested by the Treasurer.

Attends quarterly meetings with the principal and attend professional development sessions from President’s Council’s, the District and F.A.C.E. May be one of the signatories on checks and may be eligible to use ATM/Bank Cards issued by the banking institution connected to the primary checking account of the association. The financial secretary shall assist with the June transfer of PTA records to the incoming executive board. Shall fill a vacancy in the office of treasurer. May fill a vacancy in any core position if declined by the vice president and the corresponding Secretary.

Virtual Support Liaison: The Virtual Support Liaison shall meet regularly with the executive board members in accordance with these bylaws to assist with the planning of virtual platform meetings. Collaborate and communicate successfully between in person and virtual members on the virtual platform. Provide members with technical support and guidance while on a virtual platform. The Virtual Support Liaison shall save a copy of the virtual meetings/chat feature and actions of all virtual association meetings and transfer them to the recording secretary. The Virtual Support Liaison shall be responsible for posting notices, agendas, sign-in sheets, and other materials distributed at in person meetings to the virtual platform. The virtual support liaison shall post a copy and distribute the DRAFT minutes of each association meeting in accordance with Chancellor’s regulations A-660 on the virtual platform. They shall transfer custody of the association’s virtual records to the recording secretary to be maintained on school premises. The virtual support liaison may be one of the signatories on checks. In the event the Virtual Support Liaison position cannot be filled, the responsibilities will be fulfilled by the Vice President. The Virtual Support Liaison may chair the technology committee. The virtual support liaison shall assist with the June transfer of all PTA virtual records to the incoming executive board. Attends quarterly meetings with the Principal and attends professional development sessions from President’s Council’s, the District office and F.A.C.E. Shall fill a vacancy in any core position. In the event the vice president is unwilling or unable to fill a core position (see Article IV Section 6).

Committees - Each PA/PTA committee has a unique function.

They should meet on a monthly basis and then as often or as necessary to accomplish their goals.

The first meeting of any committee should be for introductions, choosing a chairperson (if one is not

appointed by the president) and defining their goals for the year.

Chairperson

Is either appointed by the President or elected by the committee

Oversees and assists in clearly defining the goals of the committee

Insures the attendance and participation of its committee members to insure accomplishments of its goals

Seeks the assistance of their Executive Board Liaison

Reports the committee’s activities at each Executive Board Meeting for discussion

Gives an update of committee’s activities at each general membership meeting

List of Possible Committees that can be a part of a PA/PTA. These committees must be defined in the Association’s Bylaws.

Fundraising

Communication & Newsletter

Health

Membership

Hospitality

Special Events

Safety

Budget*

Auditing*

Nominating*

Ad-hoc Committees (a committee that may be created during the year to perform a special time sensitive task) i.e.; Graduation, Prom, Parent Dance, etc.

* Required by Chancellor's Regulation A-660 and must be in Bylaws