Executive Board Job descriptions

PRESIDENT: 

Qualifications: Must be a member of RHMS PTSA. Ideally has previously served on a PTSA executive board.  

Basic Functions: Serves as chief elected officer, representing the entire membership and the best interests of the association. Maintains open communication with and exercises personal leadership in the motivation of other officers, board members, committee members, and the membership-at-large. Influences the establishment of objectives during term of office for the accomplishment of the long-range goals of the association. Acts as spokesperson and inspirational leader and takes an important part in monitoring and evaluating organizational performance and effectiveness. Serves as ex-officio member of all association committees and task forces, except the nominating committee. Works in partnership with the school principal.  

Duties, Responsibilities, and Authority (in part):  

1. Attends and presides at all PTSA board and general membership meetings. 
2. Attends annual state convention, educational training workshops (minimum 1 per school year) 
3. Coordinates agenda material for all board meetings.   
4. Meets monthly with school principal prior to all monthly board meetings. 
5. Speaks at main school events (Parent Info Night, Prep Day, Curriculum Night) 
6. Works towards the progress of policies and programs designed to further the mission and goals of the association.  
7. Delegates responsibilities to executive committee members; appoints chairs of association committees (with approval of executive committee); outlines the purpose and duties of committees; and monitors progress of association programs, projects, activities, and committees.   
8. Supports policies, programs, projects, and activities adopted by the board and committees.   
9. Promotes interest and active participation in the association on the part of the membership and reports activities of the executive committee and the association to members and others by means of newsletters, speeches and personal contact and visibility.   
10. Represents the association at monthly Council PTSA meetings. 
11. Acts as spokesperson for the association to the press, legislative bodies, and other organizations, and actively pursues productive partnerships and relationships. 
12. Provides written and oral reports to the board as needed. 
13. Acts as a signer on all checks in conjunction with the treasurer and vice president. 

Other key things to note: 

• Is comfortable with public speaking in front of large audiences 
• Works closely with the Principal and meets once a month with him 
• Attends the council meeting 1x/month 
• Speaks at the following school events:  

• Prep Day/Welcome Back to School days in August 

• Curriculum Night in September 
• Information Night for parents of incoming 6th graders 

• Attends the Welcome Back BBQ – September/October 
• Attends the Pancake Breakfast – May/June 

Relationships: 

• Responsible to the executive committee and to the membership for seeing that programs and policies of the association reflect the needs and aspirations of the membership.
• Consults regularly with the Executive Committee, Principal and members of the PTSA Council.  

SECRETARY: 

Qualifications: Must be a member of RHMS PTSA. Preferred but not required to have experience on a previous PTSA Board. 

Basic Functions: Serves as an elected officer representing the entire membership and the best interests of the association. Maintains open communication and exercises personal leadership in the motivation of other officers, board members, and the membership-at-large.  

Duties, Responsibilities and Authority:  

1. Attend monthly board meetings of the executive committee on the second Tuesday of each month, attends annual state PTA convention, and educational training workshops throughout the school year – 1 per year is required.
2. Keeps accurate minutes of board meeting of executive committee and general PTSA meetings.
3. Sends minutes of board meetings and general PTSA meetings (copy to executive committee) within ten (10) days of adjournment of the meeting. Makes sure minutes are approved at the following board or general meeting. Upon approval, minutes are recorded and filed in a permanent file. 
4. Supports policies, programs, projects, and activities adopted by the executive committee.

TREASURER: 

Qualifications: Must be a member of RHMS PTSA. Previous experience on a PTSA board of directors preferred but not required. 

Basic Functions: Serves as elected financial officer or treasurer, representing the entire membership and the best interests of the association. Maintains open communication and exercises personal leadership in the motivation of other officers, board members, and the membership at-large. Works in partnership with the executive director.  

Duties, Responsibilities, and Authority:  

1. Attends board meetings and general membership meetings; must attend one training workshop; is encouraged to attend the annual state PTA convention. 
2. Reviews financial information and provides written and oral reports to the board of directors at monthly board meetings and at all general PTSA meetings throughout the school year.
3. Prepares and files annual report, insurance, 990-N or 990-EZ, charitable renewal, 1099 and 1096 forms in adherence to schedule. The treasurer’s files list the schedule and deadlines of each.  
4. In conjunction with the budget review committee, submits for adoption a proposed budget to the board of directors and then to the general membership in May.
5. Writes and signs checks in conjunction with a second signer (president or vice president). 
6. Supports policies, programs, projects, and activities adopted by the executive committee, financial review committee, and budget review committees.

Relationships:  

Responsible to the board of directors and to the membership for ensuring that programs and policies of the association reflect the needs of the association.  

VP of PROGRAMS – SOCIAL EVENTS: 

Duties, Responsibilities, and Authority:  

•  Oversees the “fun” events the PTSA holds throughout the school year. 
• Works closely with the chairs for each of the program committees and helps recruit volunteers for the fun events. 
• Provides support to chairs and their volunteers throughout the year. These programs include such familiar ones as the Staff Appreciation Committee, the Back to School BBQ and the Pancake Breakfast. 

• Stays “in the know” about all the happenings at Rose Hill Middle School. 

VP of FUNDRAISING: 

Basic Functions: This position oversees and supports the fundraising for RHMS PTSA. Every year these fundraisers and activities can change or stay the same, depending on what worked or didn't work in the previous year(s).

 Duties, Responsibilities, and Authority:  

1. It is the VP or Co-VPs that decide which fundraising activities and ideas should be presented to the board. Here is the list of the most recent ones:

• Pass The Hat: Is our biggest fundraiser. It is made up of donations given directly to the PTSA and matching donations that companies give. The campaign starts at the beginning of the new school year and mainly goes through the fall but can continue all year as well. We have found success by sending out flyers in the first day packets and continuing the discussion in the weekly newsletters that go out. 
• School Pool: Our school partners with the City of Redmond to help reduce traffic in the city and neighborhood by encouraging students to carpool, ride a bike and walk to school. The students track how they get to school for the months of October and May on a calendar provided by the City of Redmond that the students return to school. The PTSA receives money from the City of Redmond based on the number of calendars returned. 
• Dining Out Fundraising: We have community businesses we partner with for an evening that give a portion of that night's proceeds to our PTSA. 
• Company Fundraising: Fred Meyer and AmazonSmile are two programs we receive donations from. We encourage parents to sign up and every time they shop the PTSA receives a portion of the sale. 

• Community Building events (Optional): We hold an event at a local business that brings students and families together. This event is not intended to raise money. This is an event that is specifically designed to help support the school community.

2. Weekly Blurb: The PTSA sends out information through the school weekly newsletter. The Fundraising VP or Co-VP's uses this tool to send information such as updates (money raised) and reminders of any current or upcoming fundraisers. Keeping people updated helps make sure that the fundraising events are successful.