CDM PTA Executive Board Positions Explained

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Become a member of the CDM PTA Executive Board and you will not only have the opportunity to get in the room where decisions are made, but you’ll also be able to create relationships with other CDM parents, teachers, and staff. We are a welcoming and low-key group that values diversity and a range of opinions.

Below is a description of some of these positions, if you are interested in a position that doesn’t have a description please contact the president at cdmptapresident@gmail.com.

PRESIDENT

Minimum Time Commitment: Undetermined (2-year usual commitment but can be 1 year)

CDM PTA President essentially runs the PTA and makes sure we are in compliance with PTA rules and Bylaws.

Typical President duties include:

  • Create and maintain yearly Google calendar
  • Maintain cdmptapresident Gmail account
  • Creates Executive Board Meeting Agendas and coordinates with Principal and other Board members for required documents [e.g. financials (from Treasurer) and previous meeting minutes (from Secretary)].  Presides over these meetings some usage of parliamentary procedure
  • Creates Association Meeting Agendas and coordinates with Principal and other Board members for required documents [e.g. financials (from Treasurer) and previous meeting minutes (from Secretary)]. Presides over these meetings and some usage of parliamentary procedure
  • Creates and/or approves all communications for PTA distribution, and “blurbâ in Principal emails
  • Attends monthly PTA Presidents meetings chaired by Superintendent
  • Attends monthly NCC PTA meetings
  • Helps execute activities as needed

VICE PRESIDENT

Minimum Time Commitment: Undetermined (2-year usual commitment but can be 1 year)

The VP role is great to consider using as almost a co-president role to ease the requirements of the President position. 

Typical VP duties include:

  • Performs same duties as the President, in the absence or incapacity or request of President
  • Works alongside the President as an adviser, helper, and trainee, preparing for a future position as president
  • Supports the President by assisting to make sure the PTA is successful
  • Attends all PTA general and executive board meetings, ensuring all who are present act within Bylaws, and within some approximation of parliamentary procedure (Robert’s Rules)
  • Helps with board transitions
  • Helps execute activities as needed

TREASURER 

Minimum Time Commitment: 3 hours/month

  • Prepares the annual tax return
  • Tracks and records all financial transactions: membership dues, donations, receipts, disbursements
  • Keeps the PTA compliant with rules and regulations, reporting to government agencies and state PTA as required
  • Up-loads financials to Dropbox
  • Informs committees of budgeted funds
  • Pays bills and reimbursements as required (within 48 hours of approval)
  • Oversees ongoing PTA finances
  • Ensures adherence to approved PTA budget
  • Prepares and presents budget/treasurers report for each PTA meeting
  • Prepares and presents year-end audit
  • Collects membership dues and submits officer list and membership list to PTA as required

SECRETARY

Minimum Time Commitment: 3 hours/month

  • Records minutes at PTA meetings (board and association meetings), submits minutes for review, and up-loads to Dropbox
  • Counts a rising vote when requested by the presiding officer
  • Ensures Board members are reminded of meetings each month

Has the following on hand for reference at each meeting:

  • bylaws and standing rules
  • agendas and minutes
  • copies of treasurer’s reports
  • approved budget
  • list of membership and committees and their members
  • yearly calendar

VOLUNTEER COORDINATOR

Minimum Time Commitment: 2 hours/mo

  • Finds volunteers for events and activities
  • Provides a list of scheduled volunteers to board member chairing a specific event

ROOM PARENT COORDINATOR

Minimum Time Commitment: 5 hours at the beginning of the school year and 1 hour per month during the school year

  • Works with classroom teachers to establish a room parent for each class, providing room parent guidelines and suggestions from PTA
  • Maintains a list of Room parents and sends communications they should forward to their classes

PARLIAMENTARIAN

Minimum Time Commitment: nominal + 5 hours for a bylaw review

  • Assists the president to manage meetings and advises on parliamentary procedure
  • Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years
  • Arranges nominating committee’s first meeting, providing information on the nomination and election process

VICE PRESIDENT OF PROGRAMS

Minimum Time Commitment: Varies depending on event and # chairpersons

  • Work with committees and other chairmen to plan and organize programs for the school year
  • Collaborate with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
  • Develop annual program calendar and presents it at PTA association meeting for adoption (the president, VP, and past president help with this)
  • Publicize approved program calendar using newsletters, website, social networks and school handbook
  • Oversee and delegates volunteer recruitment for implementing and running programs (we will also have our volunteer coordinator)

This person is responsible for all non-fundraising events throughout the year. VP of Programs can recruit chairs for each event or can manage events themselves. Traditional events at CDM include:

  • Welcome Back Coffee
  • Annual Ice Cream Social typically has had a chairperson
  • Red Ribbon Week
  • Kindness Week
  • Art Night typically has had a chairperson
  • Chili Game Night typically has had a chairperson
  • International Showcase typically has had a chairperson
  • Field Day
  • Teacher Appreciation Week
  • 6th Grade Graduation typically chaired by 5th grade parent volunteers

AUDITOR

Minimum Time Commitment: 10 hours per year

PTA audits are done twice a year, as a mid-term audit (Due in March, covers July-December) and a year-end audit (Due in October, covers (January-June). They are also conducted when a financial officer or check signer is replaced, a bank account closed and whenever an audit is deemed necessary. The Auditor:

  • Audits the books and financial records of a PTA to determine their accuracy
  • Presents written reports on audits to the board and the association for adoption
  • Forwards copies of adopted audits to council/district PTA as indicated in unit Bylaws

Chairperson of Staff Appreciation

  • Plan Staff Appreciation week in May (decorations, one lunch on Wednesday, and Friday morning coffee/ treats)
  • Plan 2 staff luncheons (The Wednesdays during November and March Conference weeks)
  • Plan and deliver monthly staff treats/ decorations to the staff lounge (this can be done on your own schedule)