Executive Board
Co-President (2 year term)
The PTSA President sets the tone of cordial collaboration and provides guidance in creating partnerships within the school community and fostering an environment where parent involvement is encouraged and respected. JAMS has two co-Presidents each year. One that is on their first term and one on their second term, to help with leadership continuity and transition.
The President will play a lead role in:
- Unit organization
- Meeting Agendas
- Inclusiveness
- Elections
- Programs
- Member training
- Finances
More specifically, the president is responsible for:
- Organizing, setting, and planning priorities.
- Recruiting, managing, motivating, and retaining volunteers.
- Welcoming a diverse and inclusive group of members, volunteers and leaders.
- Running effective programs.
- Managing money and raising funds.
- Supporting membership growth and retention.
- Running effective meetings.
- Ensuring all voices are heard through effective use of parliamentary procedure.
- Advocating on behalf of students.
- Transitioning to the next leadership team by nurturing potential leaders and preparing the incoming team.
Treasurer
The incoming treasurer should discuss with the former treasurer the status of current fundraising activities, what money is available to be spent versus what is owed, and the bylaws as they relate to the treasurer’s responsibilities. JAMS has an in-depth treasurer guidebook to make sure the Treasurer(s) know exactly what they have to do and how to do it!
The treasurer is responsible for:
- Ensuring that the PTA’s financial records are reviewed according to the bylaws before assuming his or her duties;
- Ensuring three authorized signatures are on file at the bank for financial transactions; these signatures are usually that of the current president and treasurer, and one other officer as an alternate (no two check signers should be from the same household);
- Obtaining two authorized signatures on every check;
- Collecting all money from persons delegated to collect or to raise funds during a local unit activity, and providing a written receipt for those funds;
- Promptly depositing all money in the name of the local unit in a bank account approved by the board;
- Maintaining an accurate record of all receipts and disbursements;
- Obtaining authorization from the board before writing a check or spending money;
- Remitting, by check, all authorized bills and statements as prescribed in the bylaws;
- Submitting a written financial statement at each board meeting and at each general membership meeting;
- Chairing the Budget Committee and preparing the annual budget as prescribed in bylaws;
- Reporting income and expenses as compared with the budget;
- Ensuring an audit, financial review or compilation is done in accordance with the bylaws, state PTA requirements, and the PTA’s business practice;
- Preparing an annual report to be used to review PTA financial records; and
- If your unit is a 501(c)(3), ensure the filing of the PTA’s 990 report to the IRS.
Secretary
The secretary is responsible for keeping an accurate record of the proceedings of association meetings. These records are the permanent history of the PTA. Promptness and accuracy are key to this job. The secretary also may be given the responsibility of maintaining all PTA correspondence, including incoming and outgoing communications with members and notifications for all meetings.
The Secretary:
- Sends out announcements for meetings (date and time) to communications chair
- Sends out the agenda and any pertinent documents necessary prior to the meeting, including the draft of the minutes of the previous meeting
- Takes attendance (by voice vote or sign-in sheet) at the meeting
- Checks for quorum
- Presents the draft of the minutes of the previous meeting
- Takes minutes
- Counts votes
- After meetings, ensures the approved minutes are included in the permanent record of the association
The secretary should have these items on hand at all meetings:
- Minutes of the previous meeting and pertinent attached reports
- List of unfinished business to be discussed
- Agenda
- Current bylaws and standing rules
- Current membership list
- List of committee chairs
- Materials for note/minute taking