PTSA Board of Directors - Job Descriptions

Executive Committee (Elected Officers)

President:

  • Plan and lead monthly Board of Directors and Membership meetings.
  • Maintain the President notebook and pass it on to the incoming President.
  • 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 on behalf of the PTSA.
  • Attend and vote as a delegate at monthly Issaquah PTSA Council meetings, or send a delegate in his/her place.
  • Attend PTSA/Principal meetings as needed.
  • Be aware of key dates, deadlines, and priorities for the school and PTSA.
  • Work with the Director of Communications to ensure that the works, priorities, activities, successes, and needs of the PTSA are communicated to the membership.
  • Work with the Director of Volunteers to ensure that all committees have a Chair or co-Chairs 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.
  • Serve as an ex-officio member of all committees except nominating committee.

 

Treasurer:

  • Attend monthly Board of Directors and 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 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:

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

 

VP of Events

  • Attend monthly Board of Directors and Membership meetings.
  • Maintain the Events notebook and pass it on to the incoming VP of Events.
  • Implement, manage, and improve all PTSA events.
  • Work with the Executive Committee to establish a well-balanced PTSA events calendar prior to the start of the school year.
  • Work closely with the President and Treasurer to establish financial goals for all events. Present significant financial changes to the Board and/or the general membership for review and approval as required by the Bylaws.
  • Recruit Chairs for event committees or chair committees when there is a vacancy. Notify the Board of a Chair vacancy well in advance.
  • Work closely with the Director of Volunteers to get volunteers for events as needed.
  • Secure sponsorships from local businesses or other entities as needed with approval from the Executive Committee. Ensure that supporting business partners are recognized appropriately.
  • Oversee the event Chairs and sub-committees. Work with each event Chair to set goals and objectives for the event.
  • Hold meetings with the event committee Chairs and sub-committees as necessary.
  • Report to the Board on the status, progress, and changes of the events/Chairs/committees.
  • Work with event committee Chairs to create a detailed communication plan at the beginning of each event. Ensure Chairs are aware of the Communications schedule and associated deadlines.
  • Work closely with with the Director of Communications to get event information published and disseminated in a timely manner. 
  • Ensure that the PTSA website and event pages are updated as information becomes available.
  • After each event is held, evaluate the event with the Chair, noting successes and areas for future improvement.
  • Present a brief recap of recent events, and provide information regarding upcoming events at Board and Membership meetings.

    The VP of Events oversees the following committees:

    • Fall Social
    • Celebration of Cultures Night
    • 8th Grade Promotion
    • 8th Grade Party

 

VP of Programs

  • Attend monthly Board of Directors and Membership meetings.
  • Maintain the Programs notebook and pass it on to the incoming VP of Programs.
  • Recruit committee Chairs for programs or run the programs when there is a vacancy. Notify the Board of a Chair vacancy well in advance.
  • 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.
  • Annually evaluate each program with the Chair, noting successes and areas for future improvement.
  • Present a brief status report on programs at Board and Membership meetings.          

           The VP of Programs oversees the following committees:

    • Curriculum Enrichments Grants
    • Holiday Gift Barn
    • Parent Education
    • Reflections Art Competition
    • Staff Appreciation - monthly breakfasts, quarterly lunches, and Staff Appreciation Week

 

Directors (appointed positions)

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

 

Director of Advocacy

  • Attend Board of Directors and Membership meetings or provide a written report to the President.
  • Maintain the Advocacy notebook with news, events, and contact information for the Council, region and state Advocacy reps. Pass this notebook on to the incoming Director of Advocacy.
  • 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, eNewsletter, and/or the website.
  • Provide a report at all meetings of the Advocacy issues, news, and events pertaining to our district and the state.
  • Submit articles for eNews and the website.

  

Director of Communications

  • Attend monthly Board of Directors and Membership meetings or provide a written report to the President.
  • Work with other Board members to ensure that committee Chairs for all programs and events have a communication plan.
  • Solicit/create/compile articles for weekly e-News and PeachJar.
  • 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 positions and committees:

    • Webmaster
    • eNewsletter Editor
    • Facebook page manager

 

Director of Membership

  • Attend Board of Directors and Membership meetings or provide a written report to the President.
  • 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 dues collected match the number of members recorded.
  • Ensure that fees are remitted to the PTSA Council.
  • Provide membership roster at all General Membership meetings.
  • Update and maintain the online Student Directory

 

Director of Parent Education

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

  

Director of Student Outreach

  • Attend monthly Board of Directors and Membership meetings or provide a written report to the President.
  • Manage program that helps support PCMS students and families who are struggling 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 requested by the Principal (submit receipts for reimbursement).

 

Director of Volunteers

  • Attend monthly Board of Directors and Membership meetings or provide a written report to the President.
  • Maintain the Volunteers notebook and pass it on to the incoming Director of Volunteers.
  • Develop and submit volunteer interest survey (summer mailer, BTSCI, Lynx Days, and website).
  • Disseminate lists of volunteers to committee Chairs and Board.
  • Keep complete roster of all standing and special committee Chairs filled by the Board.
  • Create, update, and maintain Chair checklist.
  • Create, update, and maintain Program/Event Evaluation Form.
  • Develop and facilitate Chair trainings.
  • Determine volunteer appreciation plan with Board approval and implement.
  • Send requests for volunteers as necessary, utilizing e-news, PeachJar, email, and State PTSA database as appropriate.

         The Director of Volunteers oversees the following committees:

    • Bus Loading Helpers
    • Career Fair
    • Lost & Found
    • New Family Welcome
    • Picture Make Up and Re-take Days
    • Vision & Hearing Screening
    • Supports school office with volunteers on an as-needed basis

 

 ASB/Lynx Life Liaison

  • Attend monthly Board of Directors and Membership meetings or provide a written report to the President.
  • Maintain the PTSA/ASB Liaison notebook and pass it on to the incoming PTSA/ASB Liaison.
  • Attend ASB meetings and provide a PTSA update to the ASB Advisor.
  • Receive and disseminate information from the ASB Advisor.

          The PTSA/ASB Liaison recruits volunteers and donations for the following committees and events:

    • Clash of Cans Food Drive
    • Popcorn/Cookie Dough Fundraiser
    • Quarterly Locker Clean Outs
    • School Socials
    • Student Store 

 

Issaquah Schools Foundation Ambassador

  • Attend monthly Board of Directors and Membership meetings or provide a written report to the President.
  • Maintain the Foundation Ambassador notebook and pass it on to the incoming Foundation Ambassador.
  • 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.