Newport PTSA Leadership Roles and Responsibilities

Elected Board Responsibilities

• Appoint chairpersons and members of the standing committees.
• Schedule board and association meetings.
• Schedule the calendar of events and fundraisers.
• Approve routine bills within the limits of the budget.
• Conduct the business of the PTA between board meetings.
• Develop goals for the association for presentation to the board of directors and general membership for approval.

 
Elected Board Job Roles
 President:

• Oversee the Executive Board.
• Define vision, goals, and theme for the school year.
• Be the official spokesperson for the PTSA.
• Perform all duties indicated by the Bylaws and Standing Rules.
• Recommend members at large to the board.
• Preside over PTSA meetings or designate a VP to preside if unable to attend.
• Work with the School principal to oversee the effectiveness of the PTA projects
• Ensure all Chair positions are performing their duties in a timely manner.
• Help maintain good working relationships between parents, teachers and the community.
• Prepare agendas for all meetings, and be well versed in parliamentary procedure.
• Meet regularly with the Principal on a mutually agreed upon schedule.
• Review current programs to make any desired changes.
• Evaluate and help implement new programs.
• Attend PTSA functions and assist where needed.
• Facilitate general membership PTSA meetings; ensure the Standing Rules are followed.
• Review and make update recommendations for Standing Rules.
• Discuss PTSA and answer questions through phone and email.
• Attend Bellevue PTA Council monthly meetings or make sure a representative is in attendance.
• Oversee the Finance Committee and financial reviews twice a year.

 
Vice President

• Works closely with the president to help run a PTSA
• Helps lead a PTSA towards specific goals consistent with PTSA 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
• Attends meetings as requested by the president including council, district and state PTA meetings
• Presents a report to the board for any meeting attended on behalf of the president
• Informs the board of new and updated PTSA materials, information and resources
• Helps facilitate a smooth transition between incoming and outgoing officers and committee chairmen

 
Treasurer

• The Treasurer collects and deposits all monies raised by the PTSA and disburses the same according to the approved yearly budget.
• The Treasurer is responsible for keeping accurate and detailed records of all transactions.
• Attend all Executive Council and Board meetings and provide a budget report at each meeting.
• Responsible for presenting any requested modifications to the approved yearly budget to the General Membership according to the PTSA Bylaws.
• Ensure all Chair positions are performing their duties in a timely manner.
• Balance all bank accounts monthly and submit duplicate bank statements to a non-signer on the Executive Committee for review and approval.
• Ensure all Chair positions are performing their duties in a timely manner.
• Maintain PTA professional licenses and non-profit registrations, ensure that the organization continues to meet the requirements for tax exemptions as established in IRS.
• File W-2 or 1099—Misc. tax statements for employees or contractors employed by the PTSA.
• Ensure the appropriate levels of Liability and Property Insurance are purchased annually with Presidents and records what was paid.
• Submit payments to Council, Regional and State PTSA organizations, including membership fees and scholarship funds and record payment.
• Manage Charitable Contribution correspondence to maximize Corporate Matching income (handle all the matching contributions from various employers, confirm matches and record income on budget).
• Close the books and submit annual audit at the end of each school year.
• Work with tax professional to submit annual non-profit tax form.
• Review, pay and submit all bills and money requests.
• Handle all cash, cash requests and deposits for committees.
• Main liaison between bank and Exec. board.

 
Secretary

• The Secretary shall attend & take notes for all PTSA meetings. Other duties include:
• Distribute copies of minutes to the President(s).
• Make any changes or corrections—then submit email copy of the minutes to all Board Members prior to the next scheduled meeting.
• Bring copies of the prior meeting minutes to the next scheduled meeting for distribution.
• Send email meeting reminders to the Executive Council and Board of Directors.
• Catalog all of the meeting minutes in an official Secretary Notebook to be maintained by the PTA.
• Be familiar with the Standing Rules for the PTSA and work with the President (s) to draft a yearly proposal of changes to the standing rules to the General Membership at the first meeting of the new school year.
• House and maintain all legal documents and PTSA records in a set location.
• Initiate and maintain email group lists (Executive Board, Board of Directors, Committee Chairs) to facilitate communication.
• Email notices for meeting reminders, etc.
• Provide copies of meeting minutes and calendar at each General Membership meeting.
• Provide sign-in sheet for General Membership meeting attendees.
• Create and maintain Committee Chair spreadsheet.

 
Appointed Board Positions
Member-at-Large
The Board Member-at-Large (ML) is an appointed position and a member of the Board.  The primary responsibilities are to attend monthly Board meetings, be a vocal contributor during Board discussions, volunteer for committees/events and generally lend a hand as needed to help achieve the goals of the PTSA. 

The Member-at-Large position is a great opportunity for someone who has knowledge and experience in the PTSA's work but chooses not to hold an elected role, to assist with the transition of knowledge and prior practices. The Member-at-Large position is appointed by the Executive Board at the beginning of the school year annually.
Sources: WSPTA Leadership and other PTSA sites from Bellevue PTSA Council 2.​​