PTA Officer and Chair Job Descriptions

PTA Officer and Chair Job Descriptions

Bear Creek parents serve in the following PTA leadership positions to help Bear Creek PTA run smoothly:

Officer Position Descriptions (Executive Board)

President: The president shall coordinate the work of the officers and committees of the association in order that the Purposes may be promoted; confirm that a quorum is present before conducting any business at any meeting of the association; call and preside over meetings as appropriate to the business of the Association.

1st Vice President: be the aide to the president, serve as Volunteer Coordinator Chair, serve as Scholarship Committee Chair; and preside in the absence of the president.

2nd Vice President: be in charge of budget and finance; and president in the absence of the president.

3rd Vice President Ways and Means: be in charge of fundraising; and preside in the absence of the president.

Secretary: record minutes of all meetings of the association; keep accurate record of attendance of Executive board meetings; be responsible for correspondence; collect and preserve documents relating the history of the association; present a written repost to the association as the official history to be adopted at the annual meeting; have a current copy of the bylaws ; maintain the records retention policy; maintain the adopted ethics/conflict of interest policy as signed by the current executive board members, and maintain current membership list.

Treasurer: have custody of all funds of the association; keep books of accounts and records in accordance with the records retention policy; make disbursements in accordance with the budget adopted by the association; sign on bank accounts ; present a financial report, both written and verbal, at every meeting of the Local PTA and as requested; make a full report at annual meeting; be responsible for maintenance of such books of account and records; complete and file all necessary tax documents.

Parliamentarian: shall advise the presiding officer on questions of parliamentary procedure; and vote only when the vote is by ballot.

Standing Committee Chair Positions

Communications Chair: The communications chair shall compile the school’s monthly newsletter, or maintain an electronic current events service during the school year. An electronic newsletter, regular email blasts, or a PTA blog, Facebook and Twitter are approved methods of electronic communication for PTA with Bear Creek families. The newsletter or electronic service shall contain information on Bear Creek Elementary PTA events, meetings, projects and reports. The newsletter or electronic service may contain topics of interest and school issues. The chair shall have copies of the newsletter printed and distributed for families who request paper copies. Paper copies shall be distributed to youngest/only students.

Council Delegate: The council delegate may represent the unit at all council functions and report to the executive board and general membership on council activities and shall work with the president to promote registration and participation for Council and District PTA workshops.

Homeroom Representative Chair: The homeroom representative chair shall enlist a homeroom representative and assistants for each homeroom and shall compile a list of the representatives and assistants. The chair shall conduct a homeroom representative meeting in September and shall supply each homeroom representative and assistant a homeroom representative handbook at the meeting. The chair shall help homeroom representatives and assistants coordinate parent participation for the Bear Creek Elementary Fall Festival, holiday parties and Field Day.

Membership Chair: The membership chair shall promote membership in the Bear Creek Elementary PTA, shall plan and direct the membership drive, shall keep an accurate list of members and shall provide copies of that list to the Bear Creek Elementary PTA president and secretary and to the Texas PTA. The chair shall communicate the status of the membership campaign to the executive board and the association by submitting articles to the school’s Cub Reporter newsletter or by submitting articles for electronic distribution, shall distribute a membership card to each member in coordination with the directory chairman and shall promote subscriptions to the Texas PTA Communicator, Our Children and all other PTA publications. The chair shall relinquish all dues and accounting of all dues to the treasurer.

Teacher Representatives: Three teacher representatives shall serve as liaisons between teachers and the Bear Creek Elementary PTA executive board. One representative shall represent K-2 grade and one representative shall represent 3-5 grade and one representative shall represent Specials. The teacher representatives shall promote and inform Bear Creek Elementary teachers of PTA events. The representatives shall assist the executive board in determining classroom needs not covered by the school budget.

Special Committee Chair Positions

Box Tops for Education Chair: The Box Tops committee chair shall collect Box Tops for Education on a monthly or bi-monthly basis. The chair shall develop contests for Box Top winners. The chair shall coordinate with the president and executive board selection of appropriate items to be purchased with the labels and place the order for the items chosen. The chair shall submit Box Tops and request payment checks twice per school year.

Cookies with Santa Chair: The Cookies with Santa chair shall coordinate the PTA event with Santa fund-raiser and shall coordinate volunteers to assist in preparation, serving and clean up of the event. The chair shall submit an article for the newsletter or for electronic distribution before the event to promote the breakfast and a second article after the breakfast to report on the event. The chair shall send thank you notes to all businesses that provide supplies or services for the event.

Cultural Diversity and Inclusion Chair: It is the chair’s goal to encourage involvement from the many groups we have here at Bear Creek. The chair is to attend the monthly DAC meetings with other chairs from the other schools in our district.

Fall Festival Chair: The fall festival chair shall coordinate the PTA fall festival, shall determine the types of events to hold, shall coordinate with homeroom parents to have booths representing each grade, shall be responsible for food, drinks and prizes for the festival and shall help recruit and coordinate volunteers to assist with the carnival. The chair shall submit an article for the newsletter or for electronic distribution before the event to promote the festival and a second article after the festival to report on the event. The chair shall send thank-you notes to all businesses that provide supplies and services for the festival.

Fall Social: The fall social chair shall be responsible for planning and executing a fall social event for the students. The chair shall form a committee if necessary to assist with the preparation, execution and cleanup of the event.

Spring Social: The fall social chair shall be responsible for planning and executing a fall social event for the students. The chair shall form a committee if necessary to assist with the preparation, execution and cleanup of the event.

Field Day Chair: The field day chair shall coordinate and be responsible for food and drinks for field day, shall recruit and coordinate volunteers to assist with field day and shall send thank-you notes to all businesses that provide supplies and services for field day.

Financial Reconciliation Committee: The audit committee shall be composed of not less than three members appointed by the president subject to the approval of the executive board at least 30 days before the last meeting of the year. No one who is an authorized check signer or is a relative of an authorized check signer on any PTA bank account shall serve on the committee nor shall the incoming treasurer serve on the committee. The purpose of the committee is to certify the accuracy of the books and records of the PTA to assure the membership that the PTA resources/funds are being managed in a business-like manner within the established procedures of the association.

Healthy Lifestyles Chair: The healthy lifestyles chair shall be responsible for implementing programs and initiatives that encourage healthy behaviors and choices. The chair shall be the liaison between the school and any district led healthy lifestyle initiatives.

Legislative Liaison Position: A legislative liaison may be appointed by the president with the approval of the executive board. The legislative liaison will call attention to community needs which require legislative action, promote passage of legislation pertaining to child welfare. The liaison will report to the executive board and general membership on legislative activities. The liaison will encourage Bear Creek families to vote in local, state and national elections and keep the association informed on current legislative news by submitting article for the newsletter or by submitting articles for electronic distribution.

Member-At-Large: The member-at-large position will be open to the immediate past president. If the immediate past president declines the position, it will be open to any PTA member who has served on the executive board for the past three consecutive years. The member-at-large position is a consultant position and does not have voting privileges.

Special Programs Chair: The special programs chair shall be responsible for researching outside student and parent programs. These options shall be presented to the Executive Board. Upon approval by the board, the chair shall plan and facilitate the programs.

Talent Show Chair: The talent show chair shall be responsible for forming a committee to plan and execute the school talent show. The responsibilities will include holding auditions and rehearsals.

Teacher Appreciation Chair: The teacher appreciation chair shall be responsible for organizing events that show appreciation to teachers and staff as agreed upon by the executive board. The chair shall organize form a committee and facilitate the events for Teacher Appreciation Week.

Teacher Luncheons Chair: The teacher luncheons chair shall coordinate teacher and staff luncheons and shall recruit volunteers to assist with the luncheons.

Trunk or Treat Chair: The trunk or treat chair shall coordinate the PTA’s trunk or treat event and shall coordinate volunteers to assist in preparation, serving and cleaning up of the event. The chair shall coordinate with teachers and homeroom parents to give notice of the event to Bear Creek families, collect estimates of participants and use the estimates to calculate the number of expected school-wide participants. The chair shall inform Bear Creek families of the expected number of participants and may offer a suggested number of treats necessary to provide each participant with a treat.

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