PTA Officer Descriptions

The following proposed 2017-2018 PTA Executive Board will be voted on at the April General Membership meeting. The meeting will be held on Thursday, April 6th at 7:00 pm.

Proposed 2017-2018 Executive Board –

President – Katie Ford
1st Vice President – Angela Staron
2nd Vice President – Jennifer Sloger
3rd Vice President – Katie Lorch
Secretary – Kelley Migacz
Treasurer – Deb Galloway
Parliamentarian – Maria D’Amico
Communications Officer – Amy Wysocki

Elected officers will be installed at the May meeting.

Officer Duties

PRESIDENT
The President shall:

  1. Preside at all meetings of this organization, the executive board, and the executive committee, and attend District 96 board meetings or send a representative from the executive committee
  2. Be a member ex-officio of all committees except the nominating committee and, if authorized to sign checks, the audit committee
  3. Sign all legal documents, including contracts, if the president is unavailable for more than three (3) days the 1st Vice President can sign legal documents, including contracts
  4. Appoint members to special committees
  5. Be responsible for other duties as may be assigned to him by the organization, the executive board, or the executive committee
  6. Delegate the work of the organization to other officers or chairmen as may be appropriate
  7. Coordinate the work of the officers and committees in order that the Objects may be promoted, and
  8. Will have the opportunity of completing the Illinois PTA President’s Course before election or within six (6) months of election.

In addition to the duties outlined in the by-laws the President shall:

  1. Be responsible for signing the organization’s checks in absence of the Treasurer
  2. Attend all District PLT meetings and communicate information as needed
  3. Attend and/or assign representative to attend Board of Education meetings. Communicate information to organization.
  4. Responsible for all organization communications including: monthly/bi-monthly newsletter, e-mail communication, and web-site
  5. Create organizations yearly calendar and attend District calendar meeting (May)
  6. Ensure all annual PTA bills are paid on-time (insurance, IRS, membership dues)
  7. Oversee the following committees: Membership, Room Parent Coordinator, Student Council Representative, Bulletin Boards, and Press & Publicity
  8. Responsible for fulfilling the standing committee chairs for committees this position oversees if not filled by the general membership
  9. Receive folders from 1st VP, distribute folders and collect folders from all committees this position oversees
  10. Responsible for gathering national PTA news and disseminating to organization
  11. Pursue grant opportunities for the organization
  12. Ensure that District 28 PTA President has the correct Blythe Park PTA contacts

VICE PRESIDENT(S)
The vice president(s) shall act as aide(s) to the president, and shall in their designated order perform the duties of the president in the absence or inability of that officer to serve. The 1st, 2nd, and 3rd vice president(s) duties will be detailed in the Standing Rules.

First Vice President – Membership and Volunteers
In addition to the duties outlined in the by-laws, the First Vice President shall

  1. Act as an aide to the President
  2. Perform the duties of the President in the absence or inability of the officer to serve
  3. Sign all legal documents, including contracts, if the president is unavailable for more than three (3) days
  4. Attend all General Membership, Executive Board Meeting and Executive Committee Meetings
  5. Attend District PLT meetings if President is unable
  6. Attend District calendar meeting with President (May)
  7. Maintain and update folders for the year’s activities
  8. Distribute all folders to the President and/or VPs by first PTA meeting unless event is held in September. September event folders to be distributed in June.
  9. Prepare, distribute, and collect Volunteer Interest Packet to all families and present chairman/co-chair recommendations to Executive Committee by May.
  10. Communicate chairman/co-chairs to general membership by end of school year (June)
  11. Oversee the FAMILY/FUN Programs: Birthday Books, Book Donations, Celebration Books, Field Days, 5th Grade Games Night, 5th Grade T-shirts, 4th Grade Directory Design, Fun Fair Games, Fun Fair Pizza, Fun Fair Prizes, Fun Lunch, Holiday Ornament Workshop, Halloween Play, Ice Cream Social, Last Day of School Treat, Library Book Covers, Movie Night, Photography Volunteers, Family Fun Night, Snowball Dance, Teacher Appreciation Lunch
  12. Prepare budget recommendations for the committees this position oversees. Communicate to Treasurer for annual planning (April)
  13. Prepare calendar recommendations for the committees this position oversees. Communicate to President for annual calendar planning (May)
  14. Responsible for fulfilling the standing committee chairs for committees this position oversees if not filled by the general membership
  15. Receive folders from 1st VP, distribute folders, and collect folders from all committees this position oversees

Second Vice President – Academic Enrichment Programs
In addition to the duties outlined in the by-laws, the 2nd Vice President shall

  1. Attend all General Membership, Executive Board Meeting, and Executive Committee Meetings
  2. Attend Cultural Arts Showcase to help prepare yearly calendar
  3. Organize the Cultural Arts yearly calendar
  4. Book all educational entertainment, workshops, and field trips
  5. Pursue grant opportunities for organizations. Oversee grant writing committee.
  6. Oversee the ACADEMIC ENHANCEMENT Programs: Math/Science Night, Geography Challenge, Welcome Back Concert, Earth Week, 5th Grade Safety Patrol, Fitness Program, Job Fair, Little Symphony, Fun Lunch, Reflections, Reading Week, Six Flags Reading Program
  7. Prepare budget recommendations for the committees this position oversees. Communicate to President for annual budget planning (May)
  8. Prepare calendar recommendations for the committees this position oversees. Communicate to president for annual calendar planning (May)
  9. Responsible for fulfilling the standing committee chairs for committees this position oversees if not fulfilled by the general membership
  10. Responsible for receiving folders from 1st VP, distribute folders, and collect folders from all committees this position oversees

Third Vice President – Fundraising
In addition to the duties outlined in the by-laws, the 3rd Vice President shall

  1. Review current fund raising events (i.e. profitability, # of people required, time consumption, etc.)
  2. Review current fund-raising events
  3. Research new ideas for current year and following years
  4. Keep in close contact with each chair on funds acquired
  5. Update all new information to the Executive Board
  6. Attend all General Membership, Executive Board Meetings, and Executive Committee Meetings
  7. Oversee the FUNDRAISING Programs: Bake Sales, Bargain Book Sale, Box Tops for Education, Family Fun Night/Pizza, Art to Remember, Plant Sale, School Supplies, Spirit Wear Sales, Book Fair.
  8. Responsible for fulfilling the standing committee chairs for committees this position oversees if not filled by the general membership
  9. Prepare budget recommendations for the committees this position oversees. Communicate to president for annual budget planning (April)
  10. Prepare calendar recommendations for the committees this position oversees. Communicate to president for annual calendar planning (May)
  11. Responsible for receiving folders from 1st Vice President, distribute folders, and collect folders from all committees this position oversees

PARLIAMENTARIAN
In addition to the duties outlined in the by-laws, the Parliamentarian shall

  1. Have a copy of the current by-laws and standing rules
  2. Understand and act on the PTA by-laws of the local organization as well as the state and National rules and regulations
  3. Be responsible to update (re-write) the by-laws every two years (i.e. 2010, 2012, 2014, etc) and submit to Blythe Park PTA and local PTA (District 28) for approval.
  4. Be responsible for reviewing the standing rules and updating every two years (i.e. 2010, 2012, 2014, etc)
  5. Organize volunteers for the following: Library Volunteers, Library Book Covers, Election Day Volunteers, Picture Day Volunteers
  6. Ensure the nominating process is being conducted
  7. Ensure annual audit is conducted
  8. Attend all General Membership meetings, Executive Board meetings, and Executive Committee Meetings

SECRETARY
The Secretary shall

  1. Record the minutes of all meetings of this organization, the executive board, and the executive committee
  2. Have a current copy of the bylaws
  3. Have a current membership list
  4. Conduct correspondence of the organization as directed
  5. Perform such other duties as may be delegated or thost listed in the Standing Rules

In addition to the duties outlined in the by-laws, The Secretary shall

  1. Serve as Hospitality chair for the organization. Responsibilities include: Faculty Music Recital treat, flowers for Holiday Show, Halloween day treats, refreshments for all PTA meetings, refreshments for assigned District Meetings held at Blythe, organization of teacher conference dinner (November), organization of teacher/holiday winter lunch (December/January), flowers for Spring Production Director, Veteran’s Day Recital, keeping the kitchen orderly ensuring Hospitality committee has correct supplies (plates, cups, napkins, etc.), memorials and community outreach.
  2. Attend all General Membership meetings, Executive Board meetings, and Executive Committee Meetings
  3. Create and produce annual student directory
  4. Responsible for fulfilling the standing committee chairs for committees this position oversees if not filled by the general membership
  5. Responsible for receiving folders from 1st VP, distribution of folders, and collection of folders from all committees this position oversees
  6. Prepare budget recommendations for committees this position oversees. Communicate to Treasurer for annual budget planning meeting (April)
  7. Have a current copy of the standing rules

TREASURER
The Treasurer shall

  1. Receive all monies of this organization and keep and accurate record of receipts and expenditures
  2. Place all monies in a depository approved by the Executive Board
  3. Pay out funds in accordance with the budget as approved by the membership and authorized by properly signed check request, and original documentation (no photo copies) such as invoice or receipt. The treasurer shall sign checks. If treasurer cannot sign, then the president is authorize to sign checks
  4. Present a written financial statement at every meeting of the organization and at other times as requested by the Executive Board making a full report of the Audit and upcoming budget at the annual meeting in Sept
  5. Be responsible for the remittance of the state and national portion of the dues paid by each member as directed in Article V of the by-laws
  6. Provide the checkbook, all bank statements, cancelled and voided checks, deposit slips, treasurer’s record book and receipt book, check request and invoices for all disbursements to the audit committee; after the audit has been completed all records must be labeled and stored in PTA files
  7. Be responsible for completion and filing of appropriate forms as may be required by IRS regulations no later than the date established by the regulations
  8. Not be a member of the audit committee
  9. Have an opportunity of completing the Illinois PTA ABCs of PTA Finance

In addition to the duties outlined in the by-laws, the Treasurer shall

  1. Prepare organization’s annual budget with Executive Committee by April. Have a completed budget for General membership vote in May.

COMMUNICATIONS OFFICER
In addition to the duties in the bylaws, the Communications Officer shall:

  1. Be responsible for maintaining website, including writing, editing, coding site content and ensuring it is up to date and relevant. Maintain site standards with regard to new development.
  2. Produce a weekly newsletter during the school year.
  3. Monitor and maintain the PTA’s email account and maintain its contact lists
  4. Send reminders and last call emails based in newsletter content.
  5. Maintain Google Drive and educate the PTA Board on its use.
  6. Create, distribute and manage surveys, forms, sign ups, fliers for PTA events and communications.
  7. Manage online payments systems
  8. Give a 2 year minimum commitment to this position and train replacement