President

• Time Commitment: Approx. 10 hours per week

• Term Limit: 2 consecutive years

• Responsibilities:

  • 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

Executive Vice President

• Time Commitment: Up to approx. 10 hours per month

• Term Limit: 2 consecutive years

• Responsibilities:

  • 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

Vice President - Fundraising

• Time Commitment:

• Term Limit: 2 consecutive years

• Responsibilities:

  • Works with a committee, appointed by the president, to plan and organize fundraising activities

  • Focuses on raising the amount of funds needed to meet the unit’s budget

  • Presents reports on proposed fundraising activities at board and association meetings for approval

Vice President - Membership

• Time Commitment: Approx. 20-30 hours in Aug, attendance at relevant events to promote PTA

• Term Limit: 2 consecutive years

• Responsibilities:

  • Develop and implement a membership plan.

  • Give regular membership reports at all PTA meetings.

  • Maintain a list of members, updating as new members are enrolled. Provide copies to the unit president and secretary.

  • Promote current member benefits to give added value to PTA membership.

  • Make an effort to qualify and/or apply for available membership awards to recognize and honor your PTA for membership efforts.

Financial Secretary

• Time Commitment:

• Term Limit: 2 consecutive years

• Responsibilities:

  • Makes bank deposits and reconciles all automatic deposits monthly (Paypal, totem etc)

  • Reviews the books and financial records of a PTA to determine their accuracy

  • Presents written reports on financial reviews to the board for review and the association for adoption

  • Uploads copies of adopted financial reviews to the document retention system as indicated in unit bylaws

Parliamentarian

• Time Commitment: Approx. 1-2 hours every 2 weeks

• Term Limit: 2 consecutive years

• Responsibilities:

  • Assists the president to manage meetings and advises on parliamentary procedure

  • Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years

  • Arranges nominating committee’s first meeting, providing information on nomination and election process

Secretary

• Time Commitment: Approx. 1-2 hours every 2 weeks

• Term Limit: 2 consecutive years

• Responsibilities:

  • Takes minutes at board and association meetings (must designate a replacement if unable to attend)

  • 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

• Time Commitment: Approx. 10 hours per week

• Term Limit: 2 consecutive years

• Responsibilities:

  • Maintains permanent records to track unit funds and financial transactions (submitted for audit twice per year)

  • 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

Financial Reviewer

• Time Commitment:

• Responsibilities: Makes bank deposits, reconciles all automatic deposits monthly (Paypal, totem, etc.), audits the financial record binder twice a year, works closely with the Treasurer.

• Term Limit: 2 consecutive years

Committee Chairs - Year Round

• Digital Marquee: Works with school admin to update marquee, updates marquee weekly.

• Website Coordinator: Update website as needed.

• Social Media: Update Instagram as needed.

• Yearbook Admin: Works with TreeRing for admin, layout, cost of annual yearbook. Establishes committee for pictures, layout all year of Smith students.

• Assemblies: Plan assemblies for the school (2-3 times a year) including securing vendors and coordinating dates with school administration.

• Hospitality: Prepares snacks and coffee for the PTA meetings.

• Advocacy: Participates in State-wide PTA advocacy training and meetings, share CAPTA information, legislation, and announcements with the entire membership.

• Room Parent Coordinator: Organizes and Communicates with room parents about school events planned by the PTA. A liaison between the PTA Executive Board and Room Parents to communicate PTA event needs.

• Run Club: Lead and teach students about running and preparing kids to participate in Kids Run OC event.

• Spirit Days/Popcorn Parties: Manage classroom competition numbers to determine which classes earn popcorn party then prepare and distribute popcorn to the winning class in each grade level.

• 4H/Gardening: Leads students in 4H activities and teaches students about gardening and maintaining the schools multiple gardens.

• Skate Parties: Advertise 3 skate parties a year, create a theme, calculate the students who attend and determine which class had the highest attendance at each skate party. Plan an end-of-year ice cream party for the classes with the highest attendance at each skate party.

Committee Chairs - Special Events

• School Spirit Wear: Work with Spirit Wear vendor to select designs, determine spirit wear sale dates, coordinate order drop-off and distribution.

• Welcome Back Pancake Breakfast: Back to School Meet & Greet for all families. Coordinates brunch bites, drinks and notices to families. Preparing for this event takes place the first week of school.

• Movie Night: Coordinates event including food and movie, and advertises to families.

• Glow Dance Party: Organizes location, DJ, and decorations. Advertises event to Smith families. Involved with day of preparations.

• Pumpkin Patch: Works with Fundraising VP to help coordinate the event, organize volunteers, food trucks, DJ, and class baskets.

• Red Ribbon Week: Coordinates week of activity in celebration of living and staying drug-free.

• Book Fair: Coordinates week-long Scholastic Book Fair in the Spring. Manages volunteer schedule & vendor management.

• Staff Appreciation: Coordinates week-long event includes luncheon and daily fun items.

• Art Masters Supply Prep: Preps all the supplies for the Art Masters Teachers.

• Reflections: Manage promotion of competition, collect entries, find judges, distribute entries to judges and plan award assembly during Open House.