Board Position Duties

Duties of Slated Board & Chair Positions

PTA ELECTIONS

The PTA Executive Board elections are held in March each year. Anyone who is a PTA general member may seek the nomination for any board position they may feel qualified to fill. Nominations for office shall be made by a Nominating Committee, which is elected by the association in January of each year during our general meeting. Nominations will be announced prior to the election in March (see By Laws for notification requirements). We will also accept nominations from the floor if there are any and the vote will be taken that night (see By Laws for election details).

SLATED EXECUTIVE BOARD POSITIONS

Madison's PTA Executive Board is made up of the slated board positions (see below), the Teacher Representative, the principal of the school, and the Chairpersons of Standing Committees. All are required to be Madison PTA members. 

*To keep our standing as a PTA, the positions of President, Secretary, and Treasurer are required to be filled. We cannot vote without nominees in these positions.

President*

●  Prepares agenda and conducts meetings for the Executive Board and General Membership

●  Oversees all other officers and activities

●  Acts as a liaison between national, state, district, council and local PTA’s

●  Represents Madison PTA at Redondo Beach Council of PTA meetings and at any school district meetings

●  Has signature authority for all expenditures

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/president/

Secretary*

●  Maintains an accurate record of the proceedings of all the general meetings and executive board meetings in a bound book

●  Responsible for all correspondence

●  Maintains a current copy of the bylaws and standing rules

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/secretary/

Treasurer*

●  Prepares Projected Budget for the year

●  Presents monthly statements and maintains financial records for the PTA

●  Responsible for banking and disbursing funds

●  Has signature authority for all expenditures

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/treasurer/

Financial Secretary

●  Works closely with the treasurer and other financial officers in handling PTA funds

●  Keeps a record of all PTA funds collected, deposited and disbursed

●  Prepares monthly and annual financial reports

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/financial-secretary/

EVP

●  Works as the primary aide to the president

●  Helps lead a PTA towards specific goals consistent with PTA purposes and policies

●  Performs president’s duties in his or her absence

● Manages communication on social media sites, the PTA website and on School Apptitude

● Part of the Camp Expo Committee

●  Carries out other duties outlined in unit bylaws and standing rules or as assigned

1st VP: Student Services

●  Oversees STAReading Chair, Hands-on-Art Chair, Battle of the Books Committee, Morning Milers Chair, Book Fair, Lego Robotics, PTA Reflections Chair

●  Oversees Pumpking Decorating Contest, Field Day Committee, Lawn of Love

●  Oversees Teacher Appreciation Week Committee

● Plans and books Assemblies and College/Career Day

● Plans and oversees Monthly Staff Breakfasts and Teas and Tissues

● Helps support teachers in finding and booking field trips

** Madison PTA defines it as any program for students during the school day

2nd VP: Programs  

●  Plans programs for family fun nights (i.e. Family art night, movie night, family dance, Family ice skating, STEM night) and parent education nights

●  Has signature authority for all expenditures

● Oversees Multicultural Night Committee

● Part of the Camp Expo Committee

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/programchairman/

** Madison PTA defines this position as any program for students and their families outside of the regular school day.

3rd VP: Fundraising

●  Plans Fall and Spring Fundraising events with Event Committee Chairs

●  Oversees Membership Chair 

●  Chair of the Camp Expo Committee

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/fundraising-chairman/

Financial Reviewer

●  Responsible for reviewing the financial records of PTA and preparing audit reports

●  Oversees Financial Review Committee

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/auditor/

Historian

●  Maintains records and other pertinent history items

● Tracks all volunteer hours and submits to council/district

●  Oversees Yearbook Committee

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/historian/

APPOINTED EXECUTIVE BOARD POSITIONS:

Principal Advisor

Teacher Representative

Parliamentarian

●  Provides advice on Parliamentary procedure at all General and Executive Board meetings

●  Responsible for the first nominating committee

●  Chairs the Bylaws committee and reviews bylaws and standing rules annually

●  See CAPTA Toolkit for more information at

http://toolkit.capta.org/job-descriptions/parliamentarian/

Standing Committee Chairs

Standing Committee Chairs are also part of the PTA Executive Board and have full voting rights during monthly Executive Board meetings These are typically Committees that function all year long. Standing Committee Chairs are appointed by the President, ratified by the Executive Board and filled by PTA volunteers. All committee chairs must be members of Madison Elementary PTA.

● Diversity & Inclusion Standing Committee Chair

○ See CAPTA Toolkit for more information at http://toolkit.capta.org/membership/outreach-diversity-and-inclusion/

● Legislative Standing Committee Chair

○ See CAPTA Toolkit for more information at http://toolkit.capta.org/job-descriptions/legislative-advocacy-chairman/

● Membership Standing Committee Chair

○ See CAPTA Toolkit for more information at http://toolkit.capta.org/job-descriptions/membership-chairman/

● Health & Wellness Standing Committee Chair

○ See CAPTA Toolkit for more information at http://toolkit.capta.org/job-descriptions/health/

● Hands on Art Standing Committee Chair

○ See CAPTA Toolkit for more information at http://toolkit.capta.org/job-descriptions/arts-education-chairman/

●  Morning Milers Run Club Standing Committee Chair

●  Volunteer Coordinator

●  Creates and Maintains a current database of volunteer candidates

● Helps organize volunteers for Lead Docents/Classroom Helpers

● Room Parent Coordinator

● Recruit Room Parents: The room parent coordinator is responsible for coordination of room parents for each classroom.

● Provide Training

● Helps Room Parents as needed regarding Classroom/Campus Events

● Communicate with Teachers

● Sends Weekly Emails to Room Parents

● Coordinate with Yearbook Chair(s) to arrange for the room parents’ volunteer photo at the end of the year.

PROGRAM COMMITTEES

●  Family Art Night

●  Family Fun Outing

●  Family Dance Night

●  Family Movie Night

●  Family Ice Skating Night

●  Multicultural Night – Chair and Committee

●  Parent Education Nights

● Yeti Hunt – Committee

●  STEM Night

FUNDRAISING COMMITTEES

●  Camp Expo

●  Fall Fundraiser

●  Spring Fundraiser

●  Student Artwork (fall & spring) – Lead by HOA chair

●  Spiritwear – Chair Position

● Passive Fundraisers

● Sponsorship

STUDENT SERVICES COMMITTEES

●  Battle of the Books – Chair/Committee

●  College & Career Day

●  Field Day – Chair Position

●  Pumpkin Decorating Contest

●  Hands on Art (Standing Committee Chair – Board Position)

●  Morning Milers Run Club (Standing Committee Chair – Board Position)

●  PTA Reflections – Chair Position 

●  STAReading (Students Thrilled About Reading) – Chair Position

● Book Fair (FALL and SPRING) – Chair Position

●  Teacher/Staff Appreciation Week – Committee lead by VP Student Services

● Lego Robotics – Chair Position

● Assemblies

● Monthly Staff Breakfast

● Teas and Tissues

● Lawn of Love

● Health and Wellness (Standing Committee Chair – Board Position)

      ● Live Well Kids – Chair Position

HISTORIAN COMMITTEES

● Yearbook – Chair Position

MISCELLANEOUS COMMITTEES

●  Honorary Service Award

●  Project Unified

●  Scholarship

● Nominating Committee