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OFFICER ROLE DESCRIPTIONS

CO-PRESIDENT

  • 2nd year of 2 year commitment. (See Co-Vice President below.)

  • Approx. 100 hours

  • Duties include:

    • Preside over monthly PTA Executive board and general meetings.  Create agendas. 

    • Attend monthly M-A Principal meeting.

    • Attend monthly 17th District PTA meetings. 

    • Sign PTA checks. 

    • Attend Parent Advisory Committee meetings monthly with the Superintendent. 

    • One of the Co-Presidents may be requested to take the role of Parliamentarian in their third year.

CO-VICE PRESIDENT

  • 1st Year of 2-year commitment. (See Co-President above.)

  • Approx. 55 hours

  • Duties include:

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

    • Participate in committee meetings, events and volunteer opportunities to learn how each group operates.

    • Serve on Nominating Committee.

    • Responsible for graduation stage flowers.

RECORDING SECRETARY

  • Approx. 30 hours

  • Duties include:

    • Record minutes and take attendance at Executive Board and General Meetings.

    • Forward minutes to Executive Board for review before next meeting.

    • List all expenditures in minutes. 

    • Make corrections to minutes suggested by Board members.

    • Make copies of minutes before General Meeting so PTA members can vote to approve minutes.

    • Prepare to refer to minutes of previous PTA meetings.

    • Attach to minutes a copy of monthly Treasurer's report.

    • Keep the official set of original Bylaws and Standing Rules.

    • Distribute Bylaws and Standing Rules to Executive Board.

TREASURER

  • 2nd year of 2-year commitment. (See Financial Secretary below.)

  • Approx. 75+ hours  

  • Duties include:

    • Chair budget committee and prepare budget for adoption.

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

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

    • Reconcile accounts monthly. 

    • Provide annual Financial Report to Executive Board. 

    • Provide monthly Financial Reports to Executive Board. 

    • Provide Auditor with all documents required for audit.

    • Ensure tax returns are prepared and submitted on time.

FINANCIAL SECRETARY

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

  • Approx. 50+ hours 

  • Duties include:

    • Collect checks from PTA mailbox in M-A's Administration building.

    • Deposit checks and keep records of deposits.

    • Provide monthly report of all receipts and deposits to Executive Board. 

AUDITOR

  • Approx. 30 hours  

  • Duties include:

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

    • Detect and recommend correction of errors.

    • Verify funds have been transferred properly.

    • Produce and submit Audit Report twice every year. 

PARLIAMENTARIAN

  • Approx. 25+ hours

  • Duties include:​​

    • 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 5th year.

In addition to the above duties, all Officers attend Executive Board and PTA General Meetings, and serve as alternates for Site Council and SDMSC meetings.

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