President

 

Responsibilities:

• Preside at general PTA meetings and executive board meetings

• Serve as the primary contact to the principal and represent the PTA at meetings of other groups, if needed

• Serve as an ex-officio member of all committees

• Foster an environment of open communication among all board members.

• Retain all official records of the PTA

 

Typical Monthly Tasks:

• Prepare for and lead executive board meetings

• Prepare for and lead PTA meetings

• Have regular check-in meetings with the principal

 

Typical Annual Tasks:

• Finalize the activities calendar with the principal

• Set the schedule of monthly executive board meetings for the year

• Update the signature cards at your PTA’s bank

• Double-check key organizational dates, including your PTA insurance policy renewal, incorporation with the state, and IRS Form 990 or 990-EZ, if applicable

• Determine which officer and committee chair positions might need to be filled next year, and reach out for volunteers

​

Vice President, Operations

​

Responsibilities:

• Assist the President

• Perform the duties of the president if the president is absent or unable to serve

• Participate in executive board meetings and provide input for decisions

• Be an ambassador for the PTA and the school

• Oversee committees, train committee chairpeople, and act as a liaison between committee chairpeople and the executive board

• Oversee fundraising selection, planning, and evaluation

 

Typical Monthly Tasks:

• Participate in executive board meetings

• Participate in general meetings

 

Typical Annual Tasks:

• Manage Fundraising for the PTA

• Oversee planning of main annual events (community, family and fundraising events)

​

Vice President, Membership

 

Responsibilities:

• Assist the president

• Participate in executive board meetings and provide input for decisions

• Be an ambassador for the PTA and the school

• Oversee committees, train committee chairpeople, and act as a liaison between committee chairpeople and the executive board

• Be a liaison for new families; Recruit new members throughout the year with the goal of recruiting one member for every student on your campus - A Voice for Every Child!

• Share the importance of PTA and publicize the vision, mission, priorities and benefits of membership.

 

Typical Monthly Tasks:

• Participate in executive board meetings and general meetings

• Submit members and dues to Texas PTA at least monthly; Distribute membership cards to all members and request additional cards as needed.

 

Typical Annual Tasks:

• Celebrate your successes at association and board meetings, through social media, and by receiving Texas PTA Membership Awards.

• Manage communications and marketing for the PTA, including but not limited to PTA newsletters, Email broadcasts, Website, Social media, Bulletin boards

​

Secretary

 

Responsibilities:

• Maintain a complete file of all approved minutes, agendas, and materials distributed at any official PTA meeting

• Attend executive board meetings and participate in discussions and decision making

• Record minutes of executive board meetings

​

Typical Monthly Tasks:

• Use email to send meeting reminders

• Record and distribute minutes of executive board meetings and general meetings

• Prepare agendas for general meetings, as developed in the executive board meeting

• Photocopy the minutes from the last general meeting for distribution (and approval) at the upcoming general meeting

• Record minutes of general meetings and distribute them in a timely manner

​

Typical Annual Tasks:

• Maintain PTA e-mail accounts and passwords. Clean up accounts at end of year.

• Maintain group mailing list for the PTA Executive Board

​

​

Treasurer

​

Responsibilities:

• Study all references to duties and finances in the PTA bylaws, policies and standing rules.

• Ensure your Local PTA meets all requirements of the Standards of Continuing Affiliation.

• Keep an accurate and detailed account of all monies received and disbursed.

• Ensure all cash funds are counted by multiple individuals and documented with a Deposit Form. 

• Keep on permanent file the PTA Employer Identification Number (EIN), as assigned by the IRS, and the PTA sales tax permit, as assigned by the Texas Comptroller.

• Present a financial report of all accounts at all Association and board meetings. 

 

Typical Monthly Tasks:

• Make timely deposits to the PTA bank account.

• Make disbursements in accordance with the budget, as adopted by the association membership, and verify each transaction is accompanied by a Check Request and necessary documentation.

 

Typical Annual Tasks:

• Present the budget for approval at the September PTA meeting

• File Form 990/990EZ, the annual IRS return required for 501(c)(3) groups

• File sales tax reports to Texas Comptroller as required (annually, quarterly or monthly).

• Maintain a list of assets owned by the PTA.

• Submit all required items to the Financial Reconciliation Committee in a timely manner.

​

​

​