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     Hollywood Hills Elementary PTA 

    Executive Board 

    Job Descriptions 

    Executive Board 

    Term: It is recommended persons serve only 2 consecutive terms. However, should nobody apply for said position, a person could serve a 3rd term. 

     

     

    President 

    Duties: 

    •  Preside at all meetings of the board and general membership. 
    •  Attend all SAC Meetings 
    •  Attend as many BCC Board Meetings as possible 
    •  Serve in an ex-officio capacity on all PTA committees except nominating and audit committee. 
    •  Schedule all PTA meetings, complete the proper facilities use forms and prepare agendas. 
    •  Work closely with school administration to coordinate PTA activities with school calendar. 
    •  Reserve building space as needed for meetings. 
    •  Prepare and submit monthly newsletter article. 
    •  Coordinate the work of the officers, and committee chairpersons of the organization, in order that the objectives may be accomplished. 
    •  Plan and execute the old board/new board (In/Out) event to facilitate transfer of duties from outgoing to incoming executive and committee chairs. 
    •  Be a co-signer on the bank account (all checks must have 2 signatures) 
    •  Respond to all correspondence, sign vouchers and checks; circulate information from State and National PTA. 
    •  Maintain constant communication with the board on all actions, and copy board on all communications. 

     

    1st Vice President- Community Relations 

    Duties: 

    •  Preside over meetings of the board and general membership in the absence of the president. 
    •  Attend meetings of the board and general membership 
    •  Create and maintain relationships with local community leaders 
    •  Work with Hollywood Education Committee for city Grants 
    •  Liaison with SRO 
    •  Create and work together on common goals that focus directly on the needs of the community. 
    •  Include in our active membership a representation of all stakeholders including families from the multitude of ethnic, cultural, religious, economic and social backgrounds residing in the community. 

     

    2nd Vice-President - Ways and Means 

    Duties: 

    •  Attend meetings of the board and general membership 
    •  Oversee Book Fair, Box Tops and any donation program. 
    •  Coordinate, organize and oversee the Fall & Spring fundraiser. 
    •  Tentative dates for all events should be communicated with PTA board and approved by administration so they may be added to the school calendar. 
    •  Establish realistic fundraising goals and submit budget request to budget committee. 
    •  Meet with fundraising distributors/suppliers as needed or at personal discretion. 
    •  Work with treasurer in making sure funds are deposited and vendors paid. 
    •  Report fundraising objectives and results in the PTA Newsletter. 
    •  Following PTA procedure, actively promote and publicize events via flyers, WHEE Morning News, PTA newsletter, Facebook and/or website. 

     

    3rd Vice-President – Programs 

    Duties: 

    •  Coordinate, organize and oversee all school program activities. This typically includes three programs for every one fundraiser. 
    •  Attend meetings of the board and general membership… 
    • Oversee PTA programs. This includes Box-Tops, Holiday Shop, Mother's Day Cakes, Dr. Seuss, Family Fun Nights, Yearbook, HHEE, A-Z Learning, Wishes From Woody, Meet The Masters, Showcase of Success and Class Spirit Shirts. They will each have their own committee chair. 
    •  Submit all tentative dates to the board and administration for approval and so they may be added to the school calendar. 
    •  Submit budget request to budget committee. 
    •  Make facility arrangements, enlist volunteers to help with event (including set up, manning and clean up), provide refreshments if necessary. 
    •  Following PTA procedure, actively promote and publicize events via flyers, WHEE Morning News, PTA newsletter, Facebook and/or website. 

     

    4th Vice-President – Membership 

    Duties: 

     

    •  Attend meetings of the board and general membership 
    •  Maintain membership records database and submit reports to the Florida PTA. 
    •  Coordinate membership drive and incentives. 
    •  Solicit membership at various school functions. 
    •  Distribute membership cards. 
    •  Work with treasurer in making sure membership dues are paid to Florida PTA monthly. 
    •  Report membership objectives and results in the PTA Newsletter. Following PTA procedure, actively promote and publicize events via flyers, WHEE Morning News, PTA newsletter, Facebook and/or website. 
    •  Supply information to the Awards coordinator / President for membership related awards. 
    •  Submit membership report and return all unused membership cards to the Florida PTA. 

     

    5th Vice-President- Advocacy and Legislation 

    Duties: 

    •  Attend meetings of the board and general membership 
    •  Research the issue and share the information with your school community 
    •  Raise questions for discussion at school or community meetings 
    •  Participate in the solution by proposing possible remedies for the problem 
    •  Provide updates on the status of the issue 
    •  Empower and train other parents in how to share their story as effective advocates 

     

    Recording Secretary / Historian 

    Duties: 

    •  Attend meetings of the board and general membership 
    •  Keep an accurate record of all meetings of the Board and general membership. 
    •  Maintain and distribute a contact list for all board and committee members. 
    •  Distribute copies of meeting minutes to all board members. 
    •  Maintain all approved minutes, agendas and other documentation presented at each meeting. 
    •  Label and store all binders at year end in designated PTA storage area on campus. 

     

    Corresponding Secretary 

    Duties: 

    •  Attend meetings of the board and general membership 
    •  Receive and send correspondence on behalf of the PTA as deemed necessary by the president. 
    •  Update Bulletin Board by front office. 
    •  Update Facebook with upcoming events. 
    •  Coordinate, organize and oversee photocopying and distribution of all 
    •  PTA Monthly Newsletters and PTA Related Event Flyers. 
    •  Verify that all correspondence submitted for photocopying has been approved by administration and PTA President. 
    •  Review and share all correspondence received at each board meeting. 
    •  Maintain file of all correspondence received as well as copies of correspondence sent. 
    •  Send out cards, thank you letters, etc. 
    •  Notify board members by email of upcoming meetings. 
    •  Notify PTA General membership of upcoming meetings. 
    •  Maintain PTA website 

     

    Treasurer 

    Qualifications: Must have working knowledge of accounting methodology. 

    Duties: 

    •  Attend meetings of the board and general membership 
    •  Receive and distribute all the monies of the PTA and maintain an accurate record of the receipts and expenditures. 
    •  Have checks signed by two officers, preferable the treasurer and the president. 
    •  Have the books ready for audit review on or before July 10th of each year (i.e., 10 days after close of the preceding fiscal year). 
    •  Present audit report to the membership for adoption by the general membership at the 1st general meeting. 
    •  Prepare required federal and state tax forms 
    •  Serve on the budget committee as chairperson. 
    •  Develop annual budget to be presented for adoption by the general membership at the 1st general meeting. 
    •  Monitor performance against budget, and highlight any areas of potential financial liability or opportunity. 
    •  Make deposits of collected funds and make authorized disbursements of funds. 
    •  Provide cash boxes with suitable change at all PTA events and oversee money collection and accounting during such events. 
    •  Notify the IRS of any changes or amendments made to the PTA Articles of Incorporation or Bylaws.