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Alexandria PTA Council Executive Board Position Descriptions

PTA Presidents and/or PTAC Board Members Serving on Advisory Committees

  • Budget
  • Career and Technical Education
  • Family Life
  • School Health
  • Special Education
  • Substance Abuse and Violence Prevention Education
  • Talented and Gifted

President

  • official spokesperson and representative
  • member of all PTAC committees
  • develop agendas for monthly board and general meetings and preside at all meetings
  • mentor PTA presidents as needed
  • meet with superintendent as needed
  • monitor/attend school board meetings (prepare budget testimony)
  • monitor advisory committees
  • attend budget work sessions (School Board and City Council)
  • attend Fairfax district meetings, state convention, leadership training
  • liaison with City Council (prepare and present budget/other testimony)
  • ensure bylaws are revised and submitted every five years
  • ensure school board candidate's forum occurs every three years
  • co-sign all checks
  • maintain records, notes, procedures for transfer to successor

President Elect

  • assume role of president in president's absence
  • compile PTA contact list in June
  • submit PTAC and PTA president data to district and state PTAs
  • mentor PTA president elects and develop relationships
  • assist in monitoring/attending school board, advisory committee, City Council meetings
  • co-chair school board candidate forum committee
  • maintain records, notes, procedures for transfer to successor

Past President

  • mentor president and ensure smooth transition
  • assist in monitoring and attending school board, advisory committee, and City Council meetings
  • research and develop Web site for council in partnership with VP for communications
  • assist units with bylaws revisions and submissions
  • serve on nominating committee
  • co-chair school board candidate forum committee
  • maintain records, notes, procedures for transfer to successor

Treasurer

  • develop PTA-specific financial expertise via training and/or study of Money Matters
  • keep accurate and detailed account of PTAC income and expenses
  • develop budget for approval by Board and general membership (preferably in September)
  • deposit monies and pay bills in timely manner; co-sign all checks
  • present written cash flow report at each general meeting
  • ensure payment of dues by all units, and notify of "good standing"
  • mentor unit treasurers and develop relationships
  • advise units on audit and insurance matters
  • maintain records, notes, procedures for transfer to successor

Secretary

  • record attendance at all general meetings
  • record minutes of all general meetings, and other meetings as requested
  • distribute minutes of each meeting electronically to board members for review, and at the next scheduled general meeting, for approval
  • forward approved minutes of general meetings to district and state PTA
  • maintain official record of PTAC paperwork
  • prepare correspondence as needed
  • distribute material from general meetings to units not in attendance
  • maintain and update best practices file
  • maintain records, notes, and procedures for transfer to successor

Vice President for Programs

  • survey general membership regarding possible program topics
  • develop possible program topics for each general meeting
  • contact presenters/speakers to confirm availability and arrange for special needs
  • arrange for necessary equipment (AV, computer)
  • develop community contacts for possible future programs
  • maintain and update program resources list (all presented programs, possible programs, etc.)
  • mentor and assist unit program/education chairs as needed
  • maintain records, notes, and procedures for transfer to successor

Vice President for Communication/Public Relations

  • maintain and update media contact information
  • handle or assist with publicity for all PTAC events (meetings, forums, camp fair)
  • prepare regular announcement for ACPS and local media regarding upcoming meetings and events
  • prepare PTAC newsletter (Sept. - introduction to year; Jan. - budget, Camp Fair, Reflections)
  • promote volunteer recognition and award opportunities
  • research and develop Web site for council
  • monitor ACPS Web site and calendar, and provide updates as necessary
  • monitor listservs and online communities of PTAs and other city groups as able
  • maintain records, notes, and procedures for transfer to successor

Reflections/Arts in Education

  • develop specific Reflections expertise via PTA training opportunities or past experience
  • mentor and train unit Reflections chairs
  • set and communicate deadline for submission of unit winners to PTAC
  • arrange for judging of city winners in November/December
  • deliver Outstanding Interpretation winners (first place) to district chair by deadline
  • arrange for City Reflections Reception/Award ceremony (March/April)
  • return unit entries to chairs
  • investigate other arts opportunities (Music in our Schools Month, Youth Art Month)
  • maintain records, notes, and procedures for transfer to successor

Camp Fair

  • maintain and update mailing list
  • confirm location (fair now exceeding one side of Hammond cafeteria at 56 exhibitors)
  • set exhibit and directory listing fees
  • recruit exhibitors
  • develop camp directory and arrange for printing
  • arrange for exhibitor meals
  • arrange for refreshments for attendees
  • coordinate publicity with VP for communications (including private and home schools)
  • develop exhibit layout
  • setup, host, and cleanup event
  • distribute directory to all local outlets and as requested, after event

Legislative

  • educate units on state legislative program
  • tally vote results
  • attend state convention and legislative training events
  • prepare and process council resolutions (local and state) - due Sept. 15
  • maintain records, notes, procedures for transfer to successor