Responsibilities of parents elected to PS 226 PTA.

1. Responsibilities of Officers
The Executive Board
The Executive Board is not an entity in itself.
They are in place to represent the concerns and put into action decisions of the
membership.
¾ Serves as liaison between the Association and the Principal
¾ Seeks the Guidance of Presidents’ Council
¾ Are Spokespersons for the membership
¾ Requests input and decisions from the membership
¾ Insures By-laws are present at each meeting
¾ Each Executive Board member may be a liaison to a Committee Chair
Core - In order to be a functioning PA/PTA the positions of President, Recording Secretary and
Treasurer must be filled.
President (Co Presidents)
¾ Accountable to the Executive Board
¾ Accountable to the General Membership
¾ Provides Leadership to the Executive Board and Membership
¾ Delegates, Coordinates and monitors the work of the officers and committees of the PA/PTA
¾ Presides at all meetings of the PA/PTA and Executive Board
¾ Serves as Presidents’ Council representative
¾ May Countersign all checks
¾ Sets up Speakers for Meetings and Parent Events (if a 1st
Vice President is not elected)
¾ Assists the PA/PTA in moving forward with alldecision making process through the use of
parliamentary procedure
¾ Encourages parent participation in school activities
¾ Represents the PA/PTA constituency at meetings, forums, conferences and other events as
needed.
¾ Serves as a core member on the School Leadership Team
¾ Meets with the Executive Board to plan agendas for PA/PTA meetings, consultations and
information sharing.
¾ Sets tone for maximum member participation.
¾ Assures there is a written record of the organization
¾ Files a Permit with the School Custodian for all evening meetings (Or delegates this to an Executive
Board member)
¾ Serves as an Ex-officio member of all committees (except the nominating committee)
¾ Votes in CEC Election

2. Responsibilities of Officers (page 2)
Recording Secretary
¾ Attends all meetings
¾ Takes minutes at all meetings
(Executive Board, General, Principal Parent Leader, Emergency)
¾ Attends and take minutes at all district functions as designated bythe President.
¾ Keeps Minutes Accurate - Keep it factual, include key points
(not full discussion word for word)
¾ Insures minutes are unbiased and free from personal opinion.
¾ Records all motions in exact wording including the name of who made the motion and who
seconded
¾ Keeps a record of allYes’s and No’s to motions/votes
¾ Reads or distributes minutes to members at each general meeting.
¾ Keeps together in date order in a bound book or binder
Minutes Signed & Dated.
All notices agendas and materials distributed at the meetings
A record of attendance
¾ Maintains a log ofallamendments to By-laws. Signs any revised by-laws and insures a copy is on
record with the Principal, Presidents’ Council, District Parent Support Office
¾ Prepares Agendas for upcoming Meetings from previous minutes and with the assistance of the
Executive Board
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board
¾ May be a signatory on checks
¾ Votes in CEC Election
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
If a Corresponding Secretary is not Elected to the Executive Board, the Recording Secretary is also
responsible for the CS duties as outlined below.
Treasurer
¾ Attends all meetings
¾ Is responsible for the transfer of Association monies to the bank
(Tip: always count monies in twos and take a second person along with you to the bank )
¾ May be a signatory on checks
(Tip:Insure persons in blood relation or relation by marriage do not sign checks together)
¾ Keeps Checkbooks and other ledgers in a safe area on school property, when not in use, to
prevent unauthorized access
(Continued)

3. Responsibilities of Officers (page 3)
Treasurer (Continued)
¾ Maintains all deposit slips with appropriate identification of funds
¾ Keeps allvoided checks with signature portion removed
¾ Does Not make checks payable to Cash!
¾ Maintains an updated record of income and expenditures
¾ Keeps a running balance on the budget
¾ Gives a financial report at all association meetings
¾ Collects and keeps an accurate class list of members who sent in donations
¾ Prepares the interim and June annual financial accounting reports
¾ Insures financial reports are distributed to membership and on file with the principal, Presidents’
Council and District Parent Support office
¾ Assists Budget Committee in developing the yearly budget
¾ Provides allrequired information to the Audit Committee
(Tip: insure there is no relationship, personal or professional between the auditor and the account signatories)
¾ Assists Fund Raising Committee Chair in preparing the Fund Raising Activity Report
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board
¾ Votes in CEC Election
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
¾ 1st
Vice President
¾ Attends all meetings
¾ Assists the president and shall assume the President’s duties in her/his temporary absence or at the
President’s request
¾ Attends district functions as requested bythe President.
¾ Arranges for guest speakers for meetings
¾ Arranges for special events.
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board
¾ May Act as Liaison to Fund Raising Committee
¾ May be a signatory on checks
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
2nd
Vice President
¾ Attends all meetings.
¾ Assists the President and 1st
Vice President
¾ Attends District functions as requested by the President
¾ May Chair a Major Committee upon appointment by the President
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________

4. Responsibilities of Officers (page 4)
Corresponding Secretary
¾ Attends all meetings
¾ Attends District functions as requested by the President
¾ Takes Minutes in the absence of the Recording Secretary
¾ Records mailreceived by the association and reports on such at Executive Board Meetings
¾ Creates an Association Logo or Letterhead and insures the School letterhead is not used on any
PA/PTA correspondence
¾ Prepares responses or correspondence at the request of the President and keeps a copy on file
¾ Prepares and distributes written notices & agendas for all Association Meetings in a timelyfashion
( Tip: All meeting notices must be distributed 10 days prior to meeting date)
¾ Keeps a list of names, addresses, Phone numbers and email addresses of the Executive Board.
Makes list available to the Executive Board, Principal ,& Presidents’ Council
¾ May Assist the Nominating Committee in the creation of canvass letter and ballots
¾ May Assist allcommittees with any notices, flyers or correspondence needed
¾ Is Liaison to a Communications Committee
¾ Should create a PA/PTA Newsletter to be distributed to members quarterly
¾ Assists with transfer of all PA/PTA records to the incoming Executive Board
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________
Tips for Corresponding Secretary:
It is a good idea to send out your whole years calendar of meeting dates at the beginning of the school year. You
must then send out monthly reminder Meeting Notices 10 days prior to each meeting.
Make sure someone other than yourself proof reads all correspondence prior to sending.
Financial Secretary
¾ Attends all meetings
¾ Acts as assistant to the treasurer
¾ Assists in coordinating the budget
¾ Assists the Treasurer in the preparation and filing of all required Financial Reports including the
Interim and Annual Report
¾ Collects and keeps an accurate class list of members who sent in donations
¾ In the event of Vacancy May assume the position of ________ if it is refused by _________

5. Responsibilities of Officers (page 5)
Committees - Each PA/PTA committee has a unique function.
They should meet on a monthly basis and then as often or as necessary to accomplish their goals.
The first meeting of any committee should be for introductions, choosing a chairperson (if one is not
appointed by the president) and defining their goals for the year.
Chairperson
¾ Is a Non Voting member of the Executive Board
¾ Is either appointed bythe President or elected by the committee
¾ Oversees and Assists in clearly defining the goals of the committee
¾ Insures the attendance and participation of its committee members to insure accomplishments of
its goals
¾ Seeks the assistance of their Executive Board Liaison
¾ Reports the committee’s activities at each Executive Board Meeting for discussion
¾ Gives an update of committee’s activities at each general membership meeting
List of Possible Committees that can be a part of a Parent Association. These committees must be
defined in the Association’s By-laws.
¾ Fund Raising
¾ Communication & Newsletter
¾ Health
¾ Membership
¾ Hospitality
¾ Special Events
¾ Safety
¾ Budget*
¾ Auditing*
¾ Nominating*
¾ Ad-hoc Committees ( a committee that may be created during the year to perform a special time
sensitive task) ie; Graduation, Prom, Parent Dance, etc.
* Required by A660 and must be in By-laws