PTA Board Job Descriptions

(Select a job title to learn more about the position.)

The president shall:

1. coordinate the work of the officers and committees of the association in order that the Purposes may be promoted;

2. confirm that a quorum is present at all meetings of the membership and executive board before conducting business;

3. preside at all meetings of the membership and executive board;

4. appoint the chair of each standing committee and special committee, subject to the approval of the executive board, unless otherwise provided in these bylaws;

5. be authorized to sign on bank accounts, unless prohibited by terms of employment;

6. be authorized to sign contracts approved by the executive board;

7. be listed as the principal officer and be authorized to sign tax documents , unless prohibited by terms of employment;

8. appoint a member, subject to the approval of the executive board, who is not authorized to sign on the bank account to open, review, initial and date each bank statement;

9. represent the Local PTA as a delegate to Council PTA (when the Local PTA is in membership with Council PTA);

10. appoint the financial reconciliation committee, subject to the approval of the executive board; and,

11. serve as an ex-officio member of all committees except the nominating and financial reconciliation committees.

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The treasurer shall:

1. have custody of all the funds of the association;

2. serve as the chair of the budget and finance committee;

3. present a written and verbal financial report at executive board and membership meetings and as requested by the executive board or membership;

4. maintain books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks in accordance with the records retention policy;

5. make disbursements in accordance with the budget adopted by the membership;

6. be authorized to sign on bank accounts;

7. be authorized to sign tax documents, if the president is prohibited by terms of employment;

8. present a preliminary annual report, i.e. budget to actual, at the last membership meeting;

9. complete and file all necessary tax documents; and,

10. present books of account and records to the financial reconciliation committee.

Which means (s)he:

• Is in charge of all the money!

• Checks the bank account regularly

• Makes sure proper documentation exists for each transaction, including receipts and approvals

• Writes checks and make debit card purchases as needed for everything: grants, events, food, supplies, and member dues

• Sits on the grant committee

• Maintains the budget and work with each committee member -File the taxes

• Carries around a big binder and makes people sign paperwork :)

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The secretary shall:

1. record and maintain the minutes of all meetings of the membership and the executive board;

2. send, or cause to be sent, notice of meetings of the membership and of the executive board;

3. be responsible for correspondence;

4. collect and preserve documents relating to the history of the association;

5. present a written report to the association as the official history to be adopted at the annual meeting;

6. have a current copy of the bylaws;

7. confirm the executive board has reviewed and the membership has adopted the Texas PTA /PTSA Records Retention Policy annually;

8. confirm that all executive board members have signed the Local PTA Ethics/Conflict of Interest Policy;

9. confirm that all executive board members are graduates of Texas PTA Leader Orientation or have completed the course by October 15 after their election or appointment;

10. file with the Council PTA secretary the names of this Local PTA’s delegates and alternates by the first regular Council PTA meeting and no later than October 1. A Local PTA joining the Council PTA or making changes after October 1 shall submit any changes in writing prior to any regular meeting in order to be eligible to vote (when the Local PTA is in membership with Council PTA);

11. submit the names and contact information of all board members to the Texas PTA Office within 15 days of their election or appointment;

12. maintain the required documents of the association to include: Texas PTA Foundations Leader Orientation completion lists, records retention policy; adopted and signed ethics/conflict of interest policy, membership rosters (not to be released to outside interests), adopted plans of work, and completed student permission forms (if applicable); and,

13. not be a member of the financial reconciliation committee.

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