Executive Board & Standing Committee Chairs

General Executive Board Responsibilities:

 

To ensure a successful term of office, certain responsibilities begin as soon as officers are elected. All board members and chairmen are expected to:

  • Accept office or position only when willing to uphold the policies and procedures of the State and National PTA;
  • Accept office only when willing to prepare oneself to fulfill the responsibilities of the office;
  • Study and follow unit bylaws and standing rules;
  • Attend and participate in meetings;
  • Abide by the will of the majority;
  • Respect the privacy of the business of the executive board;
  • Protect members’ privacy by allowing no distribution of membership lists to outside interests;
  • Meet deadlines and fulfill assignment promptly;
  • Give accurate and detailed account of all monies entrusted to them;
  • Delegate instead of doing it all yourself;
  • Develop and strengthen leadership;
  • Attend conferences, workshops and conventions;
  • Maintain a procedure book to pass on to one’s successor; and
  • Resign if unable to perform the required duties of the office.

The California State PTA does not recognize co-officers. “Co-officer” implies two people of equal rank sharing one position. In PTA, only one name may be listed for each office, and only one individual may vote.  Gates PTA bylaws  allow for an assist officers to share the workload and vote when officer is not able to attend an Executive Meeting.


Positions (15/18 filled)

President Signed Up: 1 / 1

Key Role – President Oversees and coordinates the work of an executive board to run a PTA effectively Presides at PTA board and association meetings Serves as the official contact, communicator and representative of a PTA Designated as an authorized signer for PTA checks, contracts and authorizations for payment Serves as ex-officio member of all committees except the nominating committee Works with other PTA leaders to connect families, school and community to support student success

Executive Vice President Signed Up: 1 / 1

Key Role – Executive Vice President Works as the primary aide to the president Helps lead a PTA towards specific goals consistent with PTA purposes and policies Performs president’s duties in his or her absence Carries out other duties outlined in unit bylaws and standing rules or as assigned

Secretary Signed Up: 1 / 1

Key Role – Secretary Takes minutes at board and association meetings Co-signs formal papers with president: authorizations for payment, resolutions and formal letters Handles PTA correspondence as directed by the president Maintains and preserves PTA records and important documents to pass on at the end of the term

Treasurer Signed Up: 1 / 1

Key Role – Treasurer Maintains permanent records to track unit funds and financial transactions Chairs budget committee and prepares annual budget for adoption by the association Pays all PTA bills as authorized by board or association Prepares reports for every board and association meeting and an annual financial report Ensures taxes and reports required by PTA bylaws, insurance or federal and state governments are completed and submitted by the due dates

Financial Sercretary Signed Up: 1 / 1

Key Role – Financial Secretary Works closely with the treasurer and other financial officers in handling PTA funds Keeps a record of all PTA funds collected, deposited and disbursed Prepares monthly and annual financial reports

Auditor Signed Up: 1 / 1

Key Role – Auditor Audits the books and financial records of a PTA to determine their accuracy Presents written reports on audits to the board and the association for adoption Forwards copies of adopted audits to council/district PTA as indicated in unit bylaws

Historian Signed Up: 1 / 1

Key Role – Historian Captures, assembles and preserves record of activities and achievements of a PTA Collects volunteer hours for PTA meetings and events Completes and submits the PTA Unit-Annual Historian Report to council/district PTA Fills out Historian Summary Report and files copies as Historian records, like minutes are kept forever Copies for minutes, procedure book and, if applicable, president’s memory book Displays or presents brief overview of PTA year at meeting near the end of the school year

Parliamentarian Signed Up: 1 / 1

Key Role – Parliamentarian Assists the president to manage meetings and advises on parliamentary procedure Chairs bylaws committee to review unit bylaws each year and revise bylaws every three years Arranges nominating committee’s first meeting, providing information on nomination and election process

Principal Signed Up: 1 / 1

Communications Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role - The PTA communications leader helps PTA members and the general public understand that PTA: Positively impacts the lives of all children and families; and Is a relevant, inclusive, influential volunteer-powered association working for the well-being of children and youth.

Equipment Chair Signed Up: 0 / 1

Standing committee chairmen are voting members of the executive board. Key Role - Equipment Chair - Maintains Equipment Bin.
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Family Events Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role – Family Events Works with committee and other chairmen to plan and organize programs for the school year Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs Develops annual program calendar and presents it at PTA association meeting for adoption Publicizes approved program calendar using newsletters, website, social networks and school handbook Oversees and delegates volunteer recruitment for implementing and running programs

Fundraising Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role – Fundraising Chairman Works with a committee, appointed by the president, to plan and organize fundraising activities Focuses on raising the amount of funds needed to meet the unit’s budget Presents reports on proposed fundraising activities at board and association meetings for approval

Hospitality Chair Signed Up: 0 / 1

Standing committee chairmen are voting members of the executive board. Key Role – Hospitality Chairman Acts as official host of a PTA in creating welcoming atmosphere at meetings and events Works with committee and other chairman to organize and set up refreshments, food, decorations, registration, greeters and baby-sitting for PTA meetings and events Maintains hospitality supplies and equipment and an updated inventory for them Presents hospitality budget for approval at executive board meeting at start of the PTA year and monitor authorized budget Reports on hospitality plans at board meetings for forthcoming PTA events
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Membership Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role - Membership Chair. The PTA membership chairman works with the membership committee to plan the annual membership campaign. The membership chairman/vice president is responsible for creating and implementing a membership plan, promoting membership throughout the year, collecting dues, and distributing membership cards.

Room Representative Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role – Room Representative Coordinator Works with the PTA president, principal and teachers to coordinate Room Representatives at the school to build stronger family-school partnerships to support student success Collaborates with other PTA board members, teachers and administrators to identify how parents can get more involved at school Oversees the recruitment and training for parent volunteers as Room Representatives for a classroom or grade level Promotes PTA goals, membership and activities on campus as a committee chairman or officer

Volunteer Chair Signed Up: 0 / 1

Standing committee chairmen are voting members of the executive board. Key Role – Volunteer Works with the PTA president, principal and teachers to coordinate volunteer assignments at the school to support student success Collaborates with other PTA board members, teachers and administrators to assess and identify how parents/guardians and community members can get more involved at school as volunteers Oversees volunteer recruitment, training and assignments Promotes PTA goals, membership and activities as a PTA committee chairman or officer
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Teacher Appreciation Chair Signed Up: 1 / 1

Standing committee chairmen are voting members of the executive board. Key Role - Organizes monthly teacher snack and teacher appreciation week activities.