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

• Creates and Maintains a current database of volunteer candidates

• 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/

Executive Vice President (EVP)

• Works as the primary aide to the president

• Performs president’s duties in his or her absence

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

1st VP: Student Services

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

• Oversees STAReading Committee, Hands-on-Art Committee

• Oversees Field Day Committee

• Oversees School Gift Committee and Teacher Appreciation Week Committee

• Oversees Field Trips

• Coordinates assemblies

• See CAPTA Toolkit for more information at

           Job Description for Executive Vice President (capta.org)

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

2nd VP: Programs

• Presides over meetings in the absence of the President and EVP

• Plans programs for family fun nights and parent education nights

• Has signature authority for all expenditures

• Plans Halloween event, Yeti Hunt and Lawn of Love

• 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, Ways, and Means

• Plans Fall and Spring Fundraising events with Event Committee Chairs

• Oversees Jog-A-Thon Committee

• Oversees Book Fair Committee

• Plans and directs PTA Membership Drive with the Membership Standing Committee Chair

• Oversees Camp Expo

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

Auditor

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

• Oversees Auditor Committee

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

Historian

• Maintains records and other pertinent history items

• Maintains PTA Bulletin Board(s)

• Oversees Yearbook Committee

• Responsible for inside publicity

• 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. 

• 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/

• Yearbook Standing Committee Chair

• Morning Milers Run Club Standing Committee Chair

• STAReading Standing Committee Chair

COMMITTEE CHAIR POSITIONS

All committee chair positions are not elected but are appointed by the President, ratified by the Executive Board and filled by PTA volunteers. 

Standing Committee Chairs are also part of the PTA Executive Board and have full voting rights during monthly Executive Board meetings. All committee chairs must be members of Madison Elementary PTA. Please see Madison Elementary PTA ByLaws and Standing Rules for more details.

Chair positions may be shared (except Standing Committee Chairs) and chairpersons may appoint committees to help them fulfill their duties.

Madison Elementary PTA Committee Chairs are as follows:

STANDING COMMITTEES

• Diversity & Inclusion

• Legislative

• Membership

• Health & Wellness

• Hands on Art

• Yearbook

• Morning Milers Run Club

• STAReading

PROGRAM COMMITTEES

• Family Art Night

• Family Fun Outing

• Family Dance Night

• Family Movie Night

• Family Ice Skating Night

• Multicultural Night

• Parent Education Nights

• School Assemblies

• Science Night

FUNDRAISING COMMITTEES

• Book Fair (fall & spring)

• Camp Expo

• Fall Fundraiser (Fall Cash Drive)

• Spring Fundraiser (Jog-A-Thon)

• Student Artwork (fall & spring)

• Spiritwear

• Passive — Box Tops

• Passive — Dine Outs

• Online Auction

• Sponsorship

STUDENT SERVICES COMMITTEES

• Battle of the Books

• College & Career Day

• Field Day

• Field Trip Coordinator

• Halloween Carnival

• Hands on Art

• Morning Milers Run Club

• PTA Reflections

• School Gift Committee

• STAReading (Students Thrilled About Reading)

• Teacher/Staff Appreciation Week

HISTORIAN COMMITTEES

• Yearbook

MISCELLANEOUS COMMITTEES

• Honorary Service Award

• Project Unified

• Scholarship