Join PTA Board

PTA Board Volunteer Positions

Note: PTA Board members are expected to attend PTA Board Meetings  (6-9 during the calendar year) and PTA General Meetings (4-5 during the school year). 

In the spring, the PTA membership elects the next year’s Executive Committee: President, Vice President, Secretary and Treasurer. This group appoints additional members of the Board. Positions are created, shared or vacated, depending on PTA and school needs. (Most positions may be shared by more than one person.)

PRESIDENT or CO-PRESIDENT – 8-12 hours/week, with certain projects taking more time as they arise.

  • Presiding officer and official representative of the association
  • Presides over all meetings and sets meeting agenda
  • Communicates regularly with officers
  • Oversees all committee work
  • Responds to email inquiries from community (parent and staff)
  • Promotes a positive image of the PTA within the community
  • Advocates on behalf of school community
  • In partnership with Treasurer and Budget Committee, sets the budget for following year and seeks approval from general body
  • Oversees PTA budget and ensures that Board stays within budget
  • Should maintain a positive relationship with the Principal and staff
  • Manages Opportunity Grants from staff members and ensures that Board members vote
  • Updates and communicates Standing Rules
  • Establishes a process to have the monthly bank statement reviewed and signed by a Board member who is not a signatory on the account
  • Ensures that all Executive Committee members are entered into the WSPTA database
  • Should be aware of the deadlines for the payment of: 1) Membership service fees 2) Registration for workshops and training 3) Award applications (if applicable) 4) Annual corporation report, 5) Charitable solicitations registration, 6) Insurance renewal, 7) Federal tax filings. With support of the Treasurer.
  • Has voting right and is a member of Executive Committee

VICE PRESIDENT – variable hours/week

  • Performs the duties of the President in the absence or inability of that officer to serve
  • Assists the President when called upon
  • Implements special projects as determined by the President and the PTA board
  • Has voting right and is a member of Executive Committee

SECRETARY – 10-12 hours/month

  • Maintains minutes and records all business transactions that occur at all Board and general meetings
  • Prepare minutes for approval at the next meeting
  • Issues all notices of meetings and works with the President to set the agenda
  • Takes attendance at every meeting to ensure that quorum is met
  • Work with Treasurer (and Member Chair, if existing) to maintain membership database
  • At the end of the year (June 30), ensures that all copies of legal document notebooks and permanent record files are in order and ready to transfer to new officers
  • Ensures that all newly elected officers are entered in the WSPTA database at end of term/beginning of new term
  • Has voting right and is a member of Executive Committee

TREASURER – variable hours/month

  • Authorized custodian to manage the funds of the PTA on behalf of the membership and Board of Directors
  • Chairs the Budget Committee and presents the budget to the Board and membership
  • Ensures that all deposits are promptly deposited into bank account
  • Keeps an accurate record of all funds received and funds disbursed
  • Pays all authorized financial obligations of the PTA, including membership fees to the council and/or State PTA
  • Prepares and files the appropriate federal tax forms (990N, 990EZ or 990), state sales tax forms, incorporate report and charitable organization report in a timely manner.  May hire professional accounting support for the federal tax filing.
  • Submits a detailed, written monthly financial report at each meeting (board and general)
  • Develops and presents the budget for the following year, with support from budget committee
  • Submits a final annual report prior to end of fiscal year
  • Prior to delivering the books to the successor Treasurer, submits the current year’s records to a financial review committee.
  • Has voting right and is a member of Executive Committee

ANNUAL FUND CO-CHAIR, Promotions – 2-5 hours/week, depending on time of year.  September, December and mid-Spring are the busiest times.

  • With Board support, devise and implement strategies to meet Annual Fund goal (dollars and participation)
  • Communicate progress to Board and general membership with the Annual Fund Co-Chair
  • Create bulletin board display in foyer to communicate progress
  • Responsible for outreach via mailings/email/Pup Press/etc.
  • In spring, consult with full Board to set goal for next year
  • Has a voting right

ANNUAL FUND CO-CHAIR, Accounting – 2-5 hours/week, depending on time of year.  September, December and mid-Spring are the busiest times

  • With Board support, devise and implement strategies to meet Annual Fund goal (dollars and participation)
  • Communicate progress to Board and general membership with the Annual Fund Co-Chair
  • Monitor monetary and participation goals throughout year
  • Track checks, credit card payments and other data in Excel or in database
  • After recording checks, deliver to Treasurer for deposit or other action
  • Compose and mail thank you letters/tax receipts for each donation
  • Manage the “matching fund” checks from companies
  • In spring, consult with full Board to set goal for next year
  • Has a voting right

COMMUNICATIONS CHAIR – 2-3 hours/week, if not editing Pup Press or managing website

Note: The Communications Chair may delegate the Pup Press editor, webmaster and/or bulletin board manager responsibilities if volunteers assume one or both of these as separate roles.  In this case, she/he will be the liaison between these jobs and the Board. 

  • Editor or Co-Editor of Pup Press (weekly newsletter) (5-6 hrs/week; may be a separate volunteer)
  • Webmaster for PTA website: www.tmlink.org (1-3 hrs/week; may be a separate volunteer)
  • Coordinate weekly with Principal, PTA leadership and others on content of Pup Press
  • Maintain PTA indoor bulletin board and outdoor message center to keep community informed
  • Assist with fliers for all-school events
  • Manage all-school email distribution list for PTA
  • Assist Event Chairs with fliers and/or communications regarding their event
  • Consult on other outreach, such as Class Reps emails and Enrichment catalog/fliers
  • Produce PTA First Day packets, with input from Board members
  • Has a voting right

VOLUNTEER COORDINATOR – 4-6 hours/week in Sept., 3-5 hours in other months, unless there are multiple events taking place

  • Responsible for securing volunteers for PTA positions and chairs for PTA-sponsored events
  • Communicate volunteer needs in a timely way throughout year
  • Work with committee chairs on specific volunteer needs
  • Manage volunteer sign-ups at “First-day Coffee(s)”
  • Maintain volunteer job descriptions to be publicized on PTA website or elsewhere
  • Ensure volunteers complete any required SPS background checks

Much of the Volunteer Coordinator position can be done from home, but it is helpful to make periodic visits to school (or volunteer yourself at events) to meet potential volunteers.

EVENTS CHAIR – 2 hours/week

  • Oversees all PTA-sponsored Events and responsible for being liaison between event chairs and PTA Board
  • Trains specific event chairs on school logistics; i.e., scheduling, accessing PTA storage, replenishing supplies
  • Communicates budget needs of each event and ensure that events are running smoothly
  • Has a voting right

LEGISLATIVE CHAIR – variable time commitment

  • Advises PTA Board on government affairs and possible advocacy by the Board and membership.
  • Has a voting right

SPECIAL EDUCATION LIAISON – 2-4 hours/month

  • Liaison between PTA Board and PEACE Academy families
  • Ensures that we are an inclusive community and meeting the needs of all families
  • Has a voting right

EQUITY LIAISON – 2-4 hours/month

Positions that are sometimes left unfilled:

MEMBERSHIP CHAIR – busiest in Sept.-Oct. with 10-12 hours of data entry, then 2 hrs/month

  • At beginning of school year, enters membership information into state/national database by October deadline
  • Monitors enrollment throughout the year
  • Hands off membership fees to Treasurer
  • Has a voting right

ARTS LIAISON – 2 hours/month

  • Serves as a parent representative on the TM Creative Advantage Arts Team: help develop programs within the school, and artistic links between the school and community artists and arts organizations
  • Report to the PTA Board about developments on the Creative Advantage Arts Team
  • Oversee the various arts’ partnerships between the school and the larger community, and to promote new partnerships
  • Write periodic blurbs for the Pup Press about arts/Creative Advantage happenings at the school
  • Other responsibilities: investigate and promote interesting new field trip opportunities in the arts; encourage arts assemblies (bringing in dance groups, music groups, poets, theatre); coordinate with the PTA, the teachers and the staff about arts events at the school

BULLPUP PARENTS GROUP LIAISON – 2-4 hours/month, separate from Bullpup Parents efforts

  • Liaison between PTA Board and the Bullpup Parents Group, which began in 2014 as a new informal organization of parents interested in using events and Facebook to form community. (All parents/guardians at Thurgood Marshall are “automatically” Bullpup Parents members.)

Permanent link to this article: http://tmlink.org/info/join-pta-board/