PTA Executive Board 2017-2018

The PTA Executive Board is tasked with leading the PTA decisions, fundraising, and planning of events and activities to serve all children and their families at Meyerholz Elementary School.

Positions (18/18 filled)

President Signed Up: 1 / 1

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

Secretary Signed Up: 1 / 1

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

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

Executive Vice President Signed Up: 1 / 1

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

1st Vice-President Program Chair Signed Up: 1 / 1

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

2nd Vice President-Membership Signed Up: 1 / 1

The The PTA membership chairman/vice president 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.

3rd Vice-President, Fundraising Chair Signed Up: 1 / 1

The major responsibility of the fundraising committee is to raise the amount needed to meet the proposed unit budget. Study and become familiar with the PTA Noncommercial Policy and with any instructions given by the council or district PTA. Become familiar with state and local requirements for fundraising projects: School district policy on use of school grounds, equipment and food services; Local permits needed for charitable solicitations or sales; State and local laws regulating games of chance (Legal Raffles for PTA, Operation of Bingo Games and Poker Nights); Local regulations for public gatherings (e.g., fire, curfew, traffic, food sales, health and safety). Plan activities to be within the standards and qualifications of PTA’s general liability insurance. Refer to the Insurance and Loss Prevention Guide that is updated and mailed annually to unit presidents. If you have any questions or concerns about the event contact the California State PTA insurance broker. Never sign a Hold Harmless Agreement on behalf of the PTA (PTA Use of School Facilities, Hold Harmless Agreement). If the PTA is asked to sign a Hold Harmless Agreement for any reason, the PTA should contact the California State PTA insurance broker. When directed by the insurance broker to sign the “Facilities Use Permit Addendum” for events held on public school campuses, locate the form in the Toolkit, Forms. Contact information for the California State PTA insurance broker can be obtained from the California State PTA office. Hold committee meetings early in the PTA year for pre-planning before presenting recommendations to the executive board and association. Evaluate all proposed activities to ensure that they will comply with all laws, school regulations, health and safety requirements; be inexpensive, involve many members and be fun; respect religious and ethnic groups in the community; not exploit children; not burden school staff; not compete with nor detract from the school lunch and nutrition program; not involve commercial or advertising obligations; not conflict with other PTA, school or community events; create goodwill for PTA in the community. Remember: plans for any proposed fundraising project must be presented to the association for approval and must be recorded in the minutes. Any bills connected with the event will be paid from the gross income. Only the net profit belongs to the PTA, and it must be spent for the purpose(s) for which it was raised. If needed, a small amount of funds approved by the executive board (not exceeding the amount authorized in the bylaws/standing rules) may be advanced for deposits or other supply expenses before the event. If a detailed outline of the fundraising chairman’s responsibilities is not included in the procedure book, make one for the successor. Assign specific tasks to members of the committee (subcommittee chairmen), such as invitations, publicity, tickets, food, work schedule, telephone calling, entertainment, equipment, games, first aid, clean up, etc. Recruit additional help or solicit donated materials by circulating questionnaire(s) to members. Do NOT use children to sell door-to-door. Do NOT exploit children to raise funds. Clear date(s) with the school and community calendars, reserve needed facilities and local equipment and obtain any required permits well in advance of the event. Make firm arrangements with concessionaires. Be absolutely sure any concessionaire is fully covered by his own liability insurance and Workers’ Compensation. Have concessionaire sign a Hold Harmless Agreement, Budgeting, found in the California State PTA Insurance and Loss Prevention Guide and the California State PTA Toolkit, Forms. The unit should obtain a copy of the concessionaire’s certificate of insurance. Contact the district PTA or PTA insurance broker if you have any questions. Make arrangements with the PTA’s bank for a night bank deposit. If money cannot be deposited in the bank immediately, establish advance arrangements with the school principal to use the school safe. It is recommended the PTA purchase a small safe or lock box to place inside of the school safe Prior to placing money in the school safe, two PTA executive board members must count it. The principal may require that a school representative verify the documentation. It is essential that at least two persons count money together and complete a Cash Verification Form. Funds should never be handled by one person alone. It is unfair for any individual to be required to have the sole responsibility for PTA funds or to be expected to prove that the total of monies received is correct. Money should be counted at the event by the chairman and the treasurer or financial secretary. The treasurer (or financial secretary) should issue a receipt for all money received and deposit the funds in a PTA bank account. Itemized bills, sales slips, etc., are given to the treasurer for payment by check, and the final accounting report is given to the association and filed for audit. Pay everything by check; NEVER USE CASH.

Financial Secretary Signed Up: 1 / 1

The financial secretary is an elected officer authorized to receive all monies collected by the PTA. Some responsibilities of the office are specified in the unit bylaws; others are established by council, district PTA and California State PTA procedures. The financial secretary may be a member of the budget committee. What to Do Upon taking office, obtain all audited unit PTA financial secretary records and material from your predecessor. This should include a standardized bound ledger book, a receipt book and remittance forms (for transferring money over to the council and district PTA treasurers) and a check endorsement stamp, if available. A current copy of the California State PTA Toolkit, Finance, should be included in the procedure book/file. Become familiar with all PTA procedures for handling money. These may be found in the California State PTA Toolkit, and National PTA’s Back-to-School Kit sections Finance and Fundraising. Additional copies of California State PTA publications may be ordered from the California State PTA through the List of PTA Materials, Introduction. Review the Bylaws for Local PTA/PTSA Units for stated responsibilities. Receive all monies, check amounts for accuracy and issue a numbered receipt for each transaction. All receipts should be accounted for and numbered. Record all receipts in a bound ledger book, indicating the date of receipt, number of receipt issued, amount, from whom received, and for what account (e.g., membership, fundraising). Note any refunds or disbursements that need to be made. Prepare all authorizations for payment if authorized by the executive board or the association. If not authorized to write authorizations, provide recording secretary with necessary information on refunds and disbursements to write authorizations. Give the treasurer itemized bills, sales slips, and invoices for payment by check. Prepare and sign authorizations for payment if required by the executive board or association. Determine whether the unit bylaws require the financial secretary to immediately deposit the money in the appropriate checking or savings account or after proper accounting forward the money to the treasurer, receiving a numbered, dated receipt. If the banking is done by the financial secretary, a duplicate deposit slip and a remittance form listing the accounting of all money received shall be forwarded to the treasurer immediately. Prepare a monthly financial report of all monies received, deposits made and/or authorizations for payment prepared. Distribute to the president, recording secretary and all financial officers. Keep a copy for the financial secretary’s procedure book. Prepare an Annual Financial Report of all monies received during the past fiscal year. The dates of the unit fiscal year (e.g., July 1-June 30) will be found in the unit bylaws. Distribute report to the president, recording secretary and all financial officers. Keep a copy for the financial secretary’s procedure book. Submit all records for audit semi-annually and at any time a financial officer resigns or no longer serves in that position, before the new officer assumes the duties, and whenever deemed necessary. Attend all events where money may need to be counted. Make sure that at least two people count the money together. This may include the event chairman and treasurer or financial secretary if possible. Keep a record of all funds counted using the “Cash Verification Form” found in California State PTA Toolkit. Ensure that all persons counting the money sign the “Cash Verification Form.” Do not keep money overnight at home. Money may be kept in a school safe overnight if allowed by the school principal. Refer to the financial procedures outlined in the California State PTA Toolkit.

Auditor Signed Up: 1 / 1

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

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

Review and study the bylaws and standing rules annually. If changes are required, ask the president to appoint a committee for this review. Proposed amendments are approved by the executive board, then submitted through council (if in council) and district PTA channels to the state parliamentarian for approval prior to adoption at an association meeting. Use the latest version of Bylaws for Local PTA/PTSA Units or the free California State PTA e-Bylaws system for units at The publication date, noted on the front cover, should not be more than two (2) years old. Instructions and procedures are included. Obtain bylaws from the California State PTA Store. Some district PTA offices have copies for sale. Verify the PTA council (if in council) and district PTA have a current copy of the unit’s bylaws. Ensure each member of the executive board has a current copy of the unit’s bylaws and standing rules. Any member is entitled to a copy upon request. Become familiar with the unit’s copy of Robert’s Rules of Order Newly Revised (or IN BRIEF), latest edition. Provide the members and the executive board with training on simple parliamentary procedures; how to state a motion, rules of debate, quorums. Assist the president in meeting preparation, when requested. Advise presiding officer, when requested, on questions of parliamentary procedure. Parliamentarians do not “rule.” Only the chair has the power to rule on a question of order. If the parliamentarian has expressed an opinion at the request of the chair, the chair must still make the ruling. Assist the presiding officer by keeping track of the order of those wishing to speak, motions, amendments, voting, etc., during meetings. Encourage attendance at trainings on parliamentary procedures and/or bylaw workshops when offered by the California State PTA, district PTA or council (if in council).

Volunteer Coordinator Signed Up: 1 / 1

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

Hospitality Chair Signed Up: 1 / 1

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

Communications Chair Signed Up: 1 / 1

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. Obtain (from predecessor) and study the procedure book and other materials related to performing the duties of communications leader: Print publications: past issues, deadline schedules, duplicating process and mailing permit information, templates. Electronic communications: email account names and passwords, web hosting information, domain name information, social media usernames, logins and passwords, webmaster contact information. Calendar of events and contact information for PTA officers and chairmen. Budget Names and contact information for local media contacts.

Room Parent Coordinator Signed Up: 1 / 1

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

Principal Signed Up: 1 / 1

Partners with PTA to set budget, calendar and events.

Assistant Principal Signed Up: 1 / 1

Partners with PTA to set budget, calendar and events.

Teacher Representative Signed Up: 3 / 3

Partners with PTA to share teachers needs and feedback.