The Highland PTA board is comprised of six parent members plus the principal. Below lists the requirements of the officers in general, and then specifically per position.
An Officer should be willing to serve for an entire term, beginning July 1 through June 30.
Be a PTA member.
Completes applicable Illinois PTA training within a reasonable time period.
Be knowledgeable of and adheres to the Standing Rules and Bylaws of the PTA.
Demonstrates fairness and justice.
Shows enthusiasm for PTA.
Be able to give PTA a high priority in their schedule.
Meet monthly for board meetings, and bi-monthly for general PTA meetings.
Attend many PTA events.
Respond in a timely manner to PTA communication.
Each officer is responsible for overseeing and guiding the 6-7 PTA committees that are assigned to them at the beginning of their term.
Ensure the purpose and mission of the Highland PTA is being met in accordance with Highland PTA governing documents as well as aligning with the Illinois and National PTA Guidelines.
Preside at all meetings of this organization, the executive board, and the executive committee; calling the meetings to order and determining that a quorum is present.
Be a member ex-officio of all committees, except the nominating committee and the audit committee.
Represent the unit at council, district, region, state, and national meetings, and report back to the organization.
Sign all legal documents, including contracts.
Appoint members to special committees.
Delegate the work of the organization to other officers or chairmen as may be appropriate.
Coordinate the work of the officers and committees.
The Co-Presidents may NOT (1) participate in debate, unless relinquishing the chair, (2) vote – unless the vote would break a tie, or (3) preside in a way that is counter to parliamentary procedure.
Prepare PTA Meeting Agendas and distribute at board and general meetings.
Ensure that committee chairs are working in accordance with the purpose of the committee and following the budget guidelines.
Compose and send out weekly PTA Newsflash.
Prepare and represent PTA information at Kindergarten Round-up, Board of Education Meetings, or any other event where presentation is requested.
Review communication flyers prior to release to the school community.
Time commitment: 5-10 hours a week average.
Act as an aide to the President, assuming all duties assigned by the Co-Presidents.
Perform the duties of the Co-Presidents in the absence or inability of those officers to serve, or represent the Co-Presidents in situations where they may be unable to represent the PTA.
Assume the chair if a Co-President wishes to participate in a debate and preside until that item of business has been resolved.
Serve as Administrator of membership software and webmaster for PTA website.
Act as an alternate signatory for checks when the Co-President Signatory is unavailable.
“Graduate” students on membership software and prepare correspondence for new family registration on membership software site.
Time commitment: 1-3 hours a week average.
Record the minutes of all meetings of this organization and provide them for distribution on line, and at general PTA meetings.
Have a current copy of the bylaws
Prepare information for Committee Chairpersons at the beginning of each school year.
Conduct correspondence of the organization, as directed.
Have on hand for reference at each meeting a copy of the bylaws, standing rules, agenda, minutes of previous meetings, membership list and list of all officers, chairmen and committees.
Time commitment: 1-3 hours a week average.
Collect monies received, and recount to ensure accuracy.
Prepare deposits, including endorsing checks for deposit with the official PTA signature.
Make timely deposits of funds to the PTA authorized financial institution (within 48 hours as directed in the standing rules).
Maintain detailed records of individual deposits, including date received, date deposited, check numbers, names, and amounts.
Manage and reconcile payment account and transfer money to checking account. Prepare detailed reconciliation and submit it to the Treasurer.
Time commitment: 1-3 hours a week average.
Ensure audit has been completed for the prior year.
Prepare the annual budget, as approved by the board during the summer PTA meetings.
Receive and record all deposits, with appropriate support, from the VP of Finance.
Pay out funds in accordance with the budget, and as approved by the Co-President(s) via check requests, ensuring all transactions are properly authorized and signed.
Ensure a Co-President signs all disbursement checks – never issue a blank check.
Present a written financial statement at every meeting of the organization, and at other times as requested by the board.
Be responsible for the remittance of the state and national portion of the dues paid by each member.
Provide the checkbook, all bank statements, canceled and voided checks, deposit slips, treasurer's record book and receipt book, vouchers and invoices for all disbursements to the audit committee.
Be responsible for completion and timely filing of appropriate forms, as may be required by Internal Revenue Service.
Notify the Board with any significant discrepancies or issues.
Not be a member of the audit committee.
Keep safe all records, which are the property of the PTA
Complete the Illinois PTA instructor course for Treasurers.
Maintain and upkeep the PTA forms for deposits and check requests.
Prepare and distribute American Education correspondence to teachers and manage master list of submissions.
Time commitment: 2-5 hours a week average.