EXECUTIVE ROLE DESCRIPTIONS

CO-PRESIDENT, CO-VICE PRESIDENT, AND PARLIAMENTARIAN

3-Year Commitment as outlined below
For more detailed information about this 3-year role, please click here.

Year 1: Co-Vice President

  • Approx. 55 hours

  • Ongoing activities:

    • Attend monthly executive board meetings.

    • Attend miscellaneous meetings as PTA and/or M-A representative.  May substitute for President at meetings as needed.

    • Participate in committee meetings, events and volunteer opportunities – such as Arena Check-In and Challenge Day - in order to learn how each group operates.

  • For more detailed information about the Co-Vice President role, please click here.

Year 2: Co-President

  • Approx. 100 hours

  • General or ongoing activities:

    • Monthly M-A Principal meeting. 1 hour

    • Monthly 17th District PTA meetings with the superintendent and other PTA or Foundation members of district high schools (this year 8:30-10 on last Monday of the month).  Co-Presidents alternate attending these. 2 hours

    • Sign PTA checks and review receipts and expenditures. 2 hours over the year

    • May be asked to attend events or meetings or provide input by M-A administration and teachers as representative of the PTA.

  • For more detailed information about the Co-President role, please click here.

Each of the Co-Presidents will take one of the following Roles in their third year:

Year 3: Parliamentarian or SDMSC Representative 

  • Approx. 25+ hours

  • For more detailed information about the Parliamentarian and SDMSC Representative roles, please click here.

  • Parliamentarian Ongoing Activities

    • Attend monthly PTA executive board meetings.

    • Attend general PTA meetings.

    • Serve as senior statesman regarding past M-A issues, processes and procedures.

    • Refer to by-laws if questions arise.

    • Chair a by-law revision committee every 3rd year.

SDMSC REPRESENTATIVE

  • Attend semi-monthly SDMSC meetings which set policy for the school board.  Report back to the PTA executive board regarding issues or actions being considered by SDMSC.

RECORDING SECRETARY

  • 1-year commitment

  • Approx. 30 hours

  • Duties include:

    • Record minutes at Exec Board and General Meetings.

    • Forward all minutes to Exec Board for review before every meeting in a timely manner.

    • Make corrections and changes suggested by Board members to the minutes.

    • Include minutes on PTA website for review by PTA members and place all communication in a binder.

    • Make copies of minutes before General Meeting so PTA membership can vote and approve minutes.

    • Prepare to refer to minutes of previous PTA meetings.

    • Attach to minutes a copy of monthly treasurer’s report.

    • Keep a current set of original by-laws and standing rules.

FINANCIAL SECRETARY

  • 1st-year of a 2-year commitment (See Treasurer below)

  • Approx. 50+ hours 

  • Duties include:

    • Attend monthly Exec Board meetings and General PTA meetings.

    • Review check requests for payment of PTA expenses.  Review for accuracy, check relevant account for available funds and sign and authorize payments.

    • Prepare and sign checks.  Get a second signature from Treasurer or Co-President.

    • Maintain a current list of all PTA members, provided by the Membership Committee chairs.

TREASURER

  • 2nd year of 2-year commitment

  • Approx. 75+ hours  

  • Duties include:

    • Attend monthly Exec Board meetings and all PTA General Meetings.

    • Chair budget committee and prepare the budget for adoption by the PTA.

    • Prepare and present a budget report for each PTA meeting.

    • Oversee ongoing PTA finances, ensure adherence to approved PTA budget.

    • Contact the bank to secure signatures of all authorized signers on all PTA accounts before the start of the school year.

    • Receive all moneys and deposit immediately.

    • Receive and retain copies of deposit slips for all deposits.

    • Keep an accurate record of receipts and disbursements.

    • Reconcile cash account each month.

    • Work with Auditor on all required documents for review.

    • Responsible for ensuring all tax returns are prepared and submitted to proper groups on time.

    • Responsible for ensuring the M-A PTA Web site domain has been paid for (yearly or bi-yearly.)

AUDITOR

  • 1-year commitment

  • Approx. 30 hours  

  • Duties include:

    • Determine the accuracy of the books and records of the financial officers.

    • Detect and recommend correction of errors.

    • Protect the financial officers and relieve them of responsibility except in case of fraud.

    • Verify funds have been transferred through channels (e.g., membership, insurance.)