PTA Officers

PTA Officer Elections

It's the time of year to start thinking of the next slate of officers to run CHES PTA for the 2026-2027 school year. We will be forming a Nominating Committee to identify and recruit a slate of officers.

The Nominating Committee’s role is to learn about interested parents, answer questions, and propose a balanced slate of candidates for PTA leadership. Serving as a PTA officer is a meaningful way to support our school community while working alongside other engaged parents.

Here is a link to the bylaws where you can also read about the role responsibilities on pages 15-16, but they are included here:

ARTICLE 8: DUTIES OF OFFICERS 

Section 1. The president shall: 

A. Preside at all meetings of this Local / Council PTA. 

B. Coordinate the work of the officers and committees of this Local / Council PTA in order that the purposes in Article 1 may be promoted. 

C. Submit this Local / Council PTA officers’ contact information form and verification of this Local / Council PTA’s employer identification number (EIN) to the Virginia PTA immediately upon election of officers annually. 

D. Support the mission of the Virginia PTA and National PTA. 

E. (For Council PTAs) Support the work of the Local PTAs within this Council PTA’s boundary. 

F. Serve as an ex-officio member of all committees of this Local / Council PTA except the nominations committee. 

G. Perform such other duties as may be prescribed in these bylaws. 

Section 2. The vice president(s) shall: 

A. Act as aide(s) to the president. 

B. In their designated order, perform the duties of the president in the absence or inability of the president to act. If more than one vice president, the executive board must list a job title for each vice president as approved by general membership (if a Local PTA) or the voting body (if a Council PTA) on the Organizational Structure Form. 

C. Perform other delegated duties as assigned. 

D. If identified as first vice president or listed first as a vice president on the Organizational Structure Form, shall serve as president if there is a vacancy in the office of president. 

Section 3. The secretary shall: 

 A. Record the minutes of all meetings of the Local / Council PTA, its executive board, and its executive committee. 

B. Keep the official copy of the Organizational Structure Form and the current year Local / Council PTA’s bylaws in his/her files. 

C. (For Local PTAs) Maintain a membership list as required by Virginia PTA. 

D. (For Council PTAs) Keep an accurate roster of the names of each Local PTA in the Council PTA’s membership, the names and individual contact information of Local PTA presidents and delegates of membership, and the names and individual contact information of the members of the Council PTA’s executive board. 

E. Perform other delegated duties as assigned. 

Section 4. The treasurer shall: 

A. Have custody of all funds and finances of the Local / Council PTA. 

B. Keep a full and accurate account of receipts and expenditures as described in these bylaws. 

C. Make disbursements as authorized by the president, executive board, or general membership (if a Local PTA) or voting body (if a Council PTA) in accordance with the adopted budget. 

D. Have checks and other payments signed by two (2) officers, preferably the treasurer and the president. 

E. Present a written financial statement at every meeting of the Local / Council PTA and at other times when requested by the executive board. 

F. Prepare an annual financial report at the close of the fiscal year. 

G. Have the accounts examined according to the procedures outlined in these bylaws. 

H. Submit a copy of the fiscal year-end financial review, and any interim financial reviews prepared since the previous year-end financial review, as prescribed by the Virginia PTA, by August 1 annually. 

I. Submit a Form 990N, 990EZ, or 990 per Internal Revenue Service ("IRS") regulations. A copy of this form shall be sent to the Virginia PTA, as prescribed by the Virginia PTA, by August 1 annually unless a valid extension applies pursuant to the Virginia PTA bylaws. 

J. (For Local PTAs) Remit the Virginia PTA and National PTA portion of membership dues to the Virginia PTA, as prescribed by the Virginia PTA, on or before the first of each month for all membership dues received prior and not yet remitted. 

K. (For Local PTAs) Remit the Council PTA dues as prescribed by such Council PTA, if the Local PTA is a member.  

L. Perform other delegated duties as assigned. 

Section 5. All officers shall perform the duties outlined in these bylaws. Upon the expiration of the term of office or in case of resignation or removal, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office. 

How does CHES PTA work?

We also want to share a bit about how our PTA operates in practice.

All PTA positions are volunteer roles, and our Executive Committee is currently has full-time working parents. With that in mind, we have intentionally designed a streamlined structure so roles remain manageable, realistic, and meaningful.

At present, our PTA has four officer positions: President, Vice President, Treasurer, and Secretary. In previous years, we’ve had two additional Vice President roles, but we were not able to fill those positions this year.

Because of our simplified structure, some officers wear multiple hats. In addition to serving as President, Lara Malbon currently manages PTA communications, including Snapshot, Facebook, the website, and newsletters. Our Vice President, Sarah Doyle, oversees events and volunteer recruitment. Sophia Snell, our Secretary, also leads Staff Hospitality, including staff lunches and Teacher Appreciation Week. Our Treasurer, Robin, manages fundraising efforts and oversees all PTA finances.

As the saying goes, many hands make light work. We would love to welcome more parents into leadership and especially in focused roles such as communications or hospitality. These can be structured as Vice President positions or Chair roles for those who want to contribute but may not be ready for a full Executive Committee commitment.

That said, for the PTA to continue, we must have a President, Secretary, and Treasurer. We want to be transparent about this need while remaining hopeful and confident that more parents will step forward to support our school community.

If you are interested in learning more, please reach out to Lara Malbon at president@chesptaonline.com.