Executive Board Positions and Job Descriptions

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PTA President's Guide - Job Descriptions and much more about PTA operations

Your PTA Board of Directors

Basic Board Responsibilities
Your board of directors is your core team. An effective board makes your role easier and ensures that your PTA will meet its goals for the year. In addition to the president, your PTA should have a vice president, a secretary, and a treasurer as part of its board. You also may have committee chairs on your board for membership, advocacy and legislation, and other roles as set in your bylaws.
Make sure each board member’s role matches his or her interests and abilities.
CHECKLISTBoard Success Checklist
Boards succeed when:

1. An orientation or kickoff meeting is held inviting all board members.
2. Board members have a good understanding of their specific roles and how to work together. Put it in writing for them and include job descriptions.
3. There is planned rotation. Boards grow stronger when they consistently recruit new members and leaders. Tip: Establish all positions with clear beginning and ending dates.
4. Established standing committees set goals and develop and implement action plans that benefit the association.
5. A process for self-evaluation is in place. The board should conduct an annual evaluation of all goals and actions taken by the association.
6. They establish a plan of work, including budget, for each activity or program.
7. There is meaningful two-way communication between all involved parties: the president and the board, the PTA and the school, and the PTA and its members.

Vice President
The vice president may be called upon at any time to temporarily assume the place of the president; therefore, he or she should study the president’s duties and responsibilities and be familiar with the work of the PTA. In the event of the president’s resignation, the vice president assumes all duties until the president’s position is filled in accordance with the bylaws.
The vice president is responsible for:

1. Performing specific duties as provided for in the bylaws
2. Assuming responsibility for duties designated by the president
3. Representing the president in his or her absence or upon request

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Secretary
The secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the history of the PTA. Promptness, accuracy, and knowledge of PTA policies are key to this job. The secretary should be committed to helping the president conduct a businesslike meeting.
The secretary is responsible for:

1. Recording minutes of PTA meetings, with special attention given to motions (recorded exactly as stated) and action taken
2. Keeping secure official, permanent PTA records, including all originals of approved minutes
3. Maintaining a copy of current bylaws and standing rules, as well as the membership list

The secretary should have these items on hand at all meetings:

1. Minutes of the previous meeting
2. Copies of the previous treasurer’s report
3. List of unfinished business to be discussed
4. Agenda
5. Current bylaws and standing rules
6. Current membership list
7. List of committee chairs
8. Materials for note/minute taking

The secretary also may be given the responsibility of maintaining all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings. It is common for a local unit to designate these responsibilities to a corresponding secretary. Getting Your Year StartedPTA.org 2011–2012 PTA President’s Quick-Reference Guide | 13
Treasurer
The incoming treasurer should discuss with the former treasurer the status of current fundraising activities, what money is available to be spent versus what is owed, and the bylaws as they relate to the treasurer’s responsibilities.
The treasurer is responsible for:

1. Ensuring that the PTA’s financial records are reviewed according to the bylaws before assuming duties
2. Having three authorized signatures on file at the bank for financial transactions, including those of the president, treasurer, and one other officer as an alternate (no two check signers should be from the same household)
3. Obtaining two authorized signatures on every check
4. Collecting all money from persons delegated to collect or to raise funds during a local unit activity, and providing a written receipt for those funds
5. Depositing all money in the name of the local unit in a bank account approved by the board
6. Maintaining an accurate record of all receipts and disbursements
7. Obtaining authorization from the board before writing a check or spending money
8. Remitting, by check, all authorized bills and statements as prescribed in the bylaws
9. Submitting a written financial statement at each board meeting and at each general membership meeting
10. Chairing the Budget Committee and preparing the annual budget as prescribed in bylaws
11. Reporting income and expenses as compared with the budget
12. Preparing an annual report to be used to review PTA financial records

The PTA Money Matters Quick-Reference Guide, available at PTA.org/MoneyQRG, will help orient the treasurer to his or her main areas of responsibility.

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