PTSA Board of Directors - Job Descriptions

Executive Committee (Elected board members)

President:

  • Plan and lead monthly Board of Directors and General Membership meetings.
  • Lead the PTSA toward the specific goals approved by the membership.
  • Understand the objectives of the PTSA, Washington State PTA Bylaws, and local unit standing rules.
  • Be aware of and utilize resources from Issaquah PTSA Council, State PTA, and National PTA.
  • Sign all binding agreements.
  • Attend monthly Issaquah PTSA Council meetings or send a delegate in his/her place.
  • Maintain the President notebook and pass it on to the incoming President.
  • Attend PTSA/Principal meetings as needed.
  • Be aware of key dates, deadlines, and priorities for the school and PTSA.
  • Work with the VP of Communications to ensure that the works, priorities, activities, successes, and needs of the PTSA are communicated to the membership.
  • Work with the VP of Volunteers to ensure that all committees have a lead chair and understand their responsibilities.
  • Work with the Treasurer to ensure that the PTSA money is accounted for properly.
  • Work with the Budget Committee to establish the budget for the year.
  • Make appointments to positions and committees as designated in the Standing Rules with approval of the Executive Committee.
  • Disseminate and communicate all information received pertinent to PTSA programs.
  • Attend and vote as a delegate to Issaquah PTSA Council.
  • Serves as ex-officio member of all committees except nominating committee.

Treasurer:

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Treasurer notebook and pass it on to the incoming Treasurer.
  • Receive and issue receipts for all PTSA funds.
  • Make bank deposits promptly.
  • Manage accounts payable from July 1st to June 30th according to the approved budget.
  • Renew and pay for insurance.
  • Keep a current, accurate and detailed account of all funds and input data into MoneyMinder, or other accounting software as designated by the PTSA.
  • Supply copy of monthly reports to secretary by the 5th of each month.
  • Prepare and present written monthly financial reports at the PTSA Board and General Membership meetings.
  • Must be present at Lynx Days in August.
  • Should be present at all other fundraisers, or arrange in advance for proper accounting of funds.
  • Serves as chairperson of the budget committee; lead new budget process in spring for the following year.
  • Oversee financial review processes in February and early July.
  • Submit materials to accountant for Federal Tax Return for year served.
  • Maintain one copy of the PTSA Legal Documents notebook (Secretary has the other one).
  • Pay all state corporation fees (i.e, Charitable Solicitations and Incorporation Annual Report).

          The Treasurer oversees the following committees:

  • Budget committee
  • Financial Review committee

Secretary

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Secretary notebook and pass it on to the incoming Secretary.
  • Keep accurate minutes of all meetings.
  • If unable to attend a meeting, ask someone to act as Secretary to present minutes from previous meeting and take minutes of current meeting.
  • Provide the minutes (both draft and approved) to be posted on the PTSA website.
  • Record attendance and determine existence of quorum at all PTSA meetings.
  • Responsible for correspondence as designated by President.
  • Maintain second copy of the Legal Documents notebook (Treasurer has the other one)
  • By June 30 of the current school year, ensure that both copies of the Legal Documents notebooks are in order and ready to transfer to the new officers.

          The Secretary oversees the following committees:

  • Awards (Golden Acorn, Outstanding Educator, Outstanding Advocate)
  • State Awards (Standards of Excellence etc.)

VP of Communications

  • Attend monthly Board of Directors and General Membership meetings.
  • Work with other EC members to ensure that committee chairs for all programs and events have a communication plan.
  • Create/write/compile articles for weekly E-News.
  • Maintain website; work with Webmaster to ensure information for the website is relevant, accurate, and updated on an ongoing basis.

          The VP of Communications oversees the following committees:

  • Webmaster
  • Newsletter Editor

VP of Fundraising

  • Attend monthly Board of Directors and General Membership meetings.
  • Update the Pass-the-Hat/Membership form in the spring with the Membership VP.
  • Make copies of the form as instructed by the President for inclusion in the back to school packets that are completed in August each year and mailed to the families.
  • Make extra copies to have on hand at Lynx Days and to have available with other PTSA Information at the school.
  • Along with VP of Membership, collect forms at Lynx Days and the beginning of the year ensuring Membership VP gets the forms and the Treasurer gets the checks.
  • As other fundraising opportunities arise, evaluate and report back to the Board.

VP of Membership

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Membership notebook and pass it on to the incoming Director of Membership.
  • Create and execute membership campaign designed to accomplish membership goals.
  • Enter all members into the State PTA database.
  • Work with the treasurer to ensure fees collected match the number of members recorded.
  • Ensure that fees are remitted to the PTSA Council.
  • Provide membership roster at all General Membership meetings.
  • Work with the Student Directory committee to distribute directories to all members.

         The VP of Membership oversees the following committees:

  • Student Directory

VP of Programs

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Programs notebook and pass it on to the incoming Director of Programs.
  • Recruit all committee chairs in your directorship.
  • Prepare and submit for approval Program Planning Forms for all proposed PTSA programs.
  • Work with committee chairs to ensure that accurate and detailed notes, instructions and financial records are kept for each program.
  • Work with committee chairs to create a detailed communication plan at the beginning of each program.

          The VP of Programs oversees the following committees:

  • Back to school BBQ
  • Curriculum Enrichments Grants
  • Community outreach- Caring through Sharing program
  • Parent Education
  • Reflections
  • Talent Show


VP of Volunteers

  • Attend monthly Board of Directors and General Membership meetings.
  • Maintain the Volunteers notebook and pass it on to the incoming Director of Volunteers.
  • Develop and submit volunteer survey (summer mailer, Lynx Days and PTSA Web site).
  • Disseminate lists of volunteers to committee chairpersons & BOD.
  • Keep complete roster of all standing and special committee chairs filled by the board of directors.
  • Create, update and maintain chair checklist.
  • Create, update and maintain PCMS PTSA Program/Event Evaluation Form.
  • Develop and facilitate chair trainings.
  • Determine volunteer appreciation plan with BOD approval and implement.
  • Send volunteer needs plea as necessary utilizing e-news, email and State PTA database as appropriate.

         The VP of Volunteers oversees the following committees:

  • Textbooks
  • Staff Profiles
  • Summer Mailer
  • Lynx Days
  • Bus Loading
  • Vision & Hearing Screening
  • Picture Make Up and Re-take Days
  • Hospitality Events:
  • Monthly Staff Breakfasts
  • Quarterly Staff Luncheons
  • Staff Appreciation Week
  • New Family Welcome
  • 8th Grade Promotion/Party Events
  • Supports Front office with volunteers on an as needed basis


Board of Directors (non-elected positions)

The positions below are appointed and report to the President or other EC member as indicated by committee oversight lists above.

PTSA/ASB Liaison

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Attend ASB meetings and provide a PTSA update to the ASB Advisor.
  • Receive and disseminate information from the ASB Advisor.
  • Oversee Lost & Found

Student Outreach

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Manage program that helps support PCMS students and families that are having a difficult time and need some extra assistance.
  • Manage the student outreach budget.
  • Write student outreach submission, which includes the “wish list” document created and managed by the principal, for the eNews.
  • Manage the list of Outreach Angels.
  • Contact the  Outreach  Angels  when  there  is  a  need  as  indicated  by  the principal.
  • Communicate directly with the principal regarding student and community needs.
  • Purchase snacks for the 7th Period Program when indicated by the principal (submit receipts for reimbursement).

Issaquah Schools Foundation Ambassador

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Receive and disseminate information from Issaquah PTSA Council Foundation Representative.
  • Work with the Issaquah Schools Foundation regarding any information that needs to be disseminated to the school.
  • Provide a report at all meetings of Foundation issues, news, and upcoming events.
  • Coordinate support within the school community for key Foundation events.
  • Build and nurture an understanding within the PTSA, school staff and parents about their involvement in this essential partnership for the benefit of every student, every school, every day.

Legislative Representative

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Receive and disseminate information from Issaquah PTSA Council and State Legislative Reps.
  • With approval of the President, pass information on to the membership via email, newsletter, and/or the website.
  • Provide a report at all meetings of the Legislative issues, news, and events pertaining to our district and the state.
  • Submit articles for monthly newsletter and the website.
  • Maintain the Legislation notebook with news, events, and contact information for the Council, region and state leg reps. Pass this notebook on to the incoming Leg rep.

Volunteers for Issaquah Schools (VIS) Rep

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Maintain the VIS notebook and pass it on to the incoming VIS rep.
  • Receive and disseminate information from Issaquah PTSA Council VIS Rep.
  • With approval of the President, pass information on to the membership via email, newsletter, and/or the website.
  • Provide a report at all meetings of the VIS issues, news, and upcoming events.
  • Submit articles for the monthly newsletter and the website.

Parent Education

  • Attend monthly Board of Directors and General Membership meetings or provide a written report to the President.
  • Coordinate a speaker to offer parent education at each General Membership Meeting.
  • Work with the parent education representative from PTSA Council to plan district wide Parent Education events.