Duties of Executive Committee Officers

President (time spent varies based on what is delegated to other board and or committee members)

  • President to present at all meetings of this local PTA
  • Serve as an ex officio member of all committees except the nominating committee
  • Coordinate the work of the officers and committees of this local PTA in order that the purposes may be promoted
  • Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the board of directors or executive committee
  • Create committees of the Live Oaks School PTA with approval from the executive board
  • Meet with the school principal and first vice president and approve plans of the PTA as they relate to anything that impacts the normal operation of the school, its facilities, the students during normal school hours, the staff and curriculum
  • The President shall be empowered to pay funds in the absence of the treasurer, and in the case of an emergency, to approve bills up to fifty ($50.00), which was not included in the budget. An emergency is something that cannot wait until the next meeting of the general membership
  • Not offer personal opinions as views of the PTA
  • With the first vice president and input from the executive committee, set goals for the Live Oaks School PTA
  • Maintain records throughout the course of office to pass on to his/her successor
  • Along with the first vice president, approve all final PTA communications.

Vice President (time spent varies based on what is delegated to other board and or committee members)

  • Act as aide(s) to the president
  • Perform the duties of the president in the president’s absence or inability to serve
  • Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president or the executive board
  • Receive and review the monthly bank statements.

Secretary

  • Check with Board members on items to be placed on the monthly PTA meeting agenda. The agenda must also be placed on the PTA website for members to be familiar with the upcoming meeting.
  • Copy agenda and minutes from previous month to be provided to members at each meeting
  • Record the minutes from each PTA meeting. If the minutes are handwritten, transpose those minutes onto a computerized document to be easily read by members.

Treasurer (2 to 3 hours per month)

  • Have custody of the funds of this local PTA
  • Maintain a full account of the funds of this local PTA
  • Make disbursements as authorized by the president, executive board, or this local PTA in accordance with the budget adopted by this local PTA
  • Have checks or vouchers over Two Hundred ($200.00) Dollars signed by two people: the treasurer and the Vice President
  • Cause to be kept a full and accurate account of the receipts and disbursements in the books belonging to the Live Oaks School PTA
  • Provide a written financial statement to the general membership at each meeting
  • Present an annual report of the financial condition of the organization at the close of the fiscal year
  • Submit the books annually for a review by a member of the board of directors who is not a check signer 30 days after the close of the fiscal year
  • Report the findings of the annual review to the board of directors
  • Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the president, the board of directors, or the executive committee
  • Maintain records throughout the course of the office to pass on to his/her successor

Membership Chair

  • Recruit members
  • Update membership forms, as necessary
  • Maintain a record of membership
  • Collect dues and submit to the treasurer in a timely manner
  • Submit voucher payment to treasurer for payment to National and State PTA units
  • Prepare a monthly membership report for the National, State and Milford Council of PTAs, as well as the Executive Board
  • Maintain records throughout the course of office to pass on to his/her successor

PTA Council Delegate

  • Represent the Live Oaks School PTA at all meetings of the Milford Council of PTAs and report back to the executive committee and/or general membership
  • Speak and vote according to the wishes of the Live Oaks School PTA
  • Perform such other duties as may be prescribed in these bylaws, or assigned by the general membership, the president or the executive committee of the Live Oaks School PTA
  • Host one PTA Council meeting annually (if possible) by providing refreshments
  • Maintain records throughout the course of office to pass on to his/her successor 

Duties of Standing Commitee Chairs

Corresponding Secretary (3-4 hours a month)

  • Maintain updated PTA calendar
  • Notify PTA members of general membership PTA meetings through in-school flyers, electronic newsletter
  • Notify Executive Board members of Executive Board meetings by e-mail
  • Reserve rooms for all executive board and general PTA meetings
  • Maintain records throughout the course of the office to pass on to his/her successor
  • General PTA correspondence (i.e. letters, cards, gifts).

Volunteer Coordinator

  • Recruit committee chairs and volunteers as needed on an ongoing basis (primarily Open House and other events as necessary)
  • Provide a volunteer packet (if available) to the committee chair(s) for each event
  • Organize volunteer recruitment opportunities (such as open house, kindergarten registration/open house, library volunteers)
  • Have volunteer coordinator serve on the nominating committee
  • Maintain records throughout the course of office to pass on to his/her successor

Website Coordinator

  • Create e-blast information for Live Oaks community
  • Maintain contact information (email addresses) for Live Oaks community
  • Update, coordinate, and maintain Live Oaks PTA website
  • Coordinate with Board members and committee chairpersons to ensure necessary information is distributed to the Live Oaks community
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