DECATUR PTA BOARD of DIRECTORS JOB DESCRIPTIONS
Each board member is entitled to one vote, a term of one-year and is required to attend monthly PTA board meetings. The following descriptions are intended to provide a general guide to each PTA Board position, all aspects of the job may not be included. *Executive Committee
President*
The President will plan and preside at all PTA board and general meetings. The President must maintain impartiality when serving as the presiding officer at meetings and be knowledgeable of basic parliamentary procedure. The President has the responsibility of making appointments to positions and committees as designated in the local unit standing rules with the approval of the executive committee. It is the responsibility of the President to ensure that the unit participates in the election of the region director, and she/he should attend general council meetings, as well as region trainings. The President should have a positive working relationship with the principal and staff and encourage PTA members to do the same. S/he should promote a positive image of PTA within the community. Workload is consistently busy throughout the year.
Vice President/President-Elect*
The Vice President/President-Elect shall perform the duties of President in the absence or inability of the President to serve, and shall assist the President when called upon. In case of a vacancy in the office of President, the Vice President shall temporarily assume the duties until the vacancy is filled. The Vice President/President Elect serves as the PTA/Parent representative on the Building Leadership Team. The VP will partner with the Secretaries to update the Standing Rules, and will be an advisor to several directors. Workload is busy throughout the year.
Treasurer*
The Treasurer must post all financial transactions to QuickBooks as they occur throughout the month. S/he will also create monthly Treasurer Transaction and Performance to Budget Reports. The Treasurer reconciles the bank accounts and writes checks as needed and in a timely fashion. Beginning in February/March the Treasurer leads the annual budget development process and presents the budget for approval at the April PTA meeting. It is also the responsibility of the Treasurer to facilitate the annual audit and file necessary forms with the IRS annually. The Treasurer facilitates payment/reimbursement for Classroom Grants and supports fundraising deposits (including online donations and employer matching programs). The Treasurer will chair the Budget Committee and manage all necessary budget adjustments and the annual budget process. The Treasurer is responsible for updating DECATUR PTA’s WA registrations, permit, Excise Tax Form, and insurance. He/she will also work with outside accountants to complete the PTA’s annual tax return. Twice annually the Treasurer will work with the Audit Committee to conduct a PTA financial review. The Treasurer supports the fundraising chairs during the Annual Fund. At the end of the year the Treasurer will work with the Fundraising Directors to provide tax receipts to all Annual Fund donors. Workload is busy throughout the year.
Secretary*
The Secretary/s shall take minutes and record all business transacted at each meeting (board and general membership) of the unit, and of the executive committee. The Secretary/s must prepare the minutes for approval at the next meeting. Together with the President, the Secretary should plan the meeting agenda and inform the President of any unfinished business at the meetings. The Secretary maintains a complete document notebook and should have access to that list at all meetings. At meetings the Secretary also takes attendance to determine if a quorum is present. The Secretary should have a thorough understanding of the PTA’s Standing Rules and partner with the Vice President to update them annually. The Secretary is also responsible for PTA Membership recruitment through coordination of membership drives at the beginning of the school year; registering all PTA members with the WA State PTA via the state’s website and the PT-Avenue database, and working with the Treasurer to deposit membership dues. S/he is responsible for advertising the benefits of PTA membership (including national discounts) and for coordinating with the Executive Committee on any state or national PTA membership and engagement initiatives. The Secretary is the chair of the Reflections Program. The Secretary oversees the end of year PTA awards. Workload is busy throughout the year
Equity and Inclusion Director
Explore ways in which our community can make under-represented communities welcome at Decatur, audit PTA policies for inclusion and equity, act as a formal channel for equity and inclusion concerns, provide parent education and feedback to the board. Workload level is variable.
Communication Director
The Communication Director oversees all direct communications from Decatur PTA. This Director is responsible for creating branding guidelines and updating, as needed, communication policies and codes of conduct, reviewing those annually with the Executive Committee and ensuring all communications from the PTA adhere to the policies. The Communications Director will work closely with the Executive Committee of the PTA Board to ensure consistent, appropriate communication from the Decatur PTA and coordinate with the school office staff and Principal for written and electronic communications to the school community. The Communication Director will produce and send the PTA’s weekly newsletter and additional email communications as requested. The Communications Director is responsible for updating content at the Decatur PTA website & Facebook Page. The Communications Director is responsible for the creation and/or maintenance of an email contact list to be used by the Decatur PTA for the purposes of communicating with Decatur Elementary families and staff. The Communication Director is responsible for the creation and distribution of a School Directory, to contain family contact information shared for the purpose of social interaction. The Communications Director works closely with Membership and Annual Fund Directors to ensure that PTA messaging is consistent and effective for their purposes. Workload for the Communication Director is busy throughout the year.
Fundraising Director
The Fundraising Director is responsible for coordinating all Fundraising activities and engaging the Board in fundraising. The Fundraising Director will oversee the Decatur PTA’s sole fundraiser, the Annual Fund. The Fundraising Director has the primary responsibility for proposing any new fundraising activities, updating the Fundraising pages of the Decatur PTA website, and handling all communications with school staff, parents & students regarding the annual fundraiser. Aspects of this job will include written communications, procurement, coordination with the PTA Treasurer, and communication/meetings with faculty and office staff. The Fundraising Director will help support all other money raising efforts at the school. The Fundraising Director, together with the Treasurer, will manage the deposit process during Annual Fund, track all Annual Fund donations, verify corporate match requests, and generally ensure that the fundraising donation records are accurate and up-to-date. He/she will send reminder emails to donors and provide help to donors with filing corporate match requests. At the end of the year the Fundraising Director will work with the Treasurer to provide tax receipts to all Annual Fund donors. The Fundraising Director may be asked to sit on the budget committee. Workload is busiest in the fall but continues throughout the year.
Advocacy & Legislative Director
The Advocacy & Legislative Director tracks local and state legislative issues (general education and highly capable) and communicates relevant issues and action alerts to the board and school community. He/she provides public policy information to the PTA board and members and facilitates connections with legislators regarding legislative actions affecting children/education. The A&L Director will represent the Decatur PTA at SPS District meetings where items relevant to the Decatur Elementary community are being discussed and will notify executive committee members when greater attendance is necessary. He/She will provide District & Legislative reports with proposed/necessary actions items to the Board. He/she should also work closely with the HCC Advisory Council Liaison and 2E Parent Support group to help respond to any HCC or 2E specific issues. The A&L Director is also encouraged to participate in Gifted Education Day, Focus Day and the WSPTA Legislative Convention in Olympia and liaise with other gifted coalition groups. Workload is steady throughout the year.
Events Director
The Event director works to plan and schedule the PTA events for the year, maintain documentation of reoccurring events and update any training and process documents (including the Guide to Planning a PTA Event) as needed. They will also work with: the Treasurer to create a budget for events, the Communications Director to post announcements, and the Secretary and Decatur office staff for scheduling. They will submit a written report for each PTA Board meeting including items needing board approval in a timely fashion so that PTA events are in compliance with PTA policies. The Events Director assists in recruiting volunteers and for facilitating Decatur’s Volunteer Training at the start of the school year. The Events Director recruits volunteer help for the school office over the summer if needed. Events include one-time or annual PTA-sponsored events (e.g. Science and Engineering Night, game nights, Lunar New year, etc.), school/PTA co-sponsored events (e.g. Back-to-School Social), and school events/programs (picture day, hearing/vision screening, green team, school garden, etc.) The Events Director directly supports the chairs for these events as well as Room parents, Grade-Level Event Coordinators, and the 5th Grade Promotion Committee. He/she will provide the chairs/coordinators with the necessary information to be successful in their planning, including: historical documentation, event budget, and Guide to Planning a PTA Event. The Events Director will schedule events in the SPS reservation system and submit the required paperwork to school staff in a timely fashion to ensure that all events comply with PTA policies.