PTA Executive Roles and Responsibilities

General:

• Preside over all PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• Coordinate the work of the officers, the board, and the committees

• Develop roles and responsibilities for all board members and committee chairs

• Create an annual plan for each role that includes expectations and goals

• Approve all meeting minutes before submission

Communication:

• Communicate before the start of school the rules, responsibilities, and direct reports for each role

• Primary liaison between HR administration and PTA

• Create a back-to-school letter 

• Create monthly PTA newsletters

• Create a PTA Checklist to be distributed to all parents for back-to-school

Financial:

• Work directly with the treasurer to prepare the annual budget

• General budget oversight

• Review all grant requests for additional funding throughout the year

• Review and sign all contracts

• Review Annual Financial Review and Audit

• Stay up to date on MemberHub purchases 

Events & Assemblies:

• Plan yearly PTA event calendar with school administration

• Attend the Arts & Science Council orientation in August and work with staff to secure assemblies for the school

• Work with Book Fair coordinators to secure Author Talks for each grade

• Plan, advertise, and execute the Welcome to Our School Playdate in August

• General oversight of the planning of all PTA events

• Oversee the planning of the Back to School teacher luncheon

Fundraising:

• Meet with administration and Boosterthon team to develop a fundraising platform, allocation for funds raised, and a target goal

• Organize the Carpool Silent Auction at Curriculum Night

• Develop fundraising goals for Dine & Dash and coordinate those with the budget for assemblies

• Work with MCLs and Administration to develop pricing and materials for class packs. Provide administration updates on purchases of class packs

• Organize and relay the Class Pack information to the P4SS Chair for posting

• Communicate with PTA and PTO Today to register for grants and programs that will benefit the school

• Create a list of PTA Spirit Rock dates & send to the Spirit Rock Committee Chair

National PTA & NCPTA:

• Maintain updated NCPTA bylaws and make sure we are working within parameters

• Direct liaison with NCPTA Raleigh Office

• Work with the PTA Membership Chair to recruit members

• Work to be within the PTA Good Standing requirements

General:

• Work with the PTA president to prepare the annual budget, obtain board approval before presentation to the General PTA Membership, and obtain General PTA membership approval at first the General PTA Meeting

• General budget oversight

• Provide a monthly financial report at board meetings

• Participate in PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• General oversight of membership, MemberHub, and Box Tops/Rebates committees

• Participate in PTA-sponsored events 

• Spirit wear and other sales – process credit card sales at PTA-sponsored events

• Process all funds received (cash and checks), ensure completion of Funds Received Form with a second signer, and count all cash received including, but not limited to, spirit wear sales, book fairs, 5th-grade fundraising (Go Play Save books, Autobell gift cards, Krispy Kreme sales), PTA membership dues, rebates, Box Tops, class t-shirt sponsors, silent auction winners, FNOs, school store, etc.

• Make deposits with the bank – within 7 days of receipt (NCPTA requirement) and file forms, check copies, and deposit slips to be reviewed as part of the Annual Financial Review (additional details below)

• Pay membership dues via MemberHub monthly as needed

Record deposits in Quickbooks:

• Average 20-50 deposits per month

• Process all Check Requests, ensure completion of Check Request Form with a second signer/reviewer of request

• Review receipt support before reimbursement and file form, receipt, or invoice support – reviewed as part of the Annual Financial Review (additional details below)

• Coordinate with another authorized bank signer, 2 signers on all checks (NCPTA requirement)

• At term end, transfer all financial records to the successor

Record checks & expenses in Quickbooks:

• Timing – Ongoing, at least monthly

• For checks paid to teachers & staff – update the Curriculum Budget in an Excel file that feeds the overall Budget to Actual

• Deliver or mail checks weekly

• Ensure timely processing of annual renewals; including but not limited to Certificate of Insurance - NCPTA requirement, AIM is carrier (due early November), Quickbooks

• Average 15 – 50 checks per month

MemberHub Reports:

• Timing – Ongoing, at least monthly

• Review MH reports 

• For each report, calculate by payment type the total received and calculate the total processing fees to MH

• MH payment types include but are not limited to Class Packs, Spirit Rock, PTA dues, Spirit Wear 

• Record deposit by payment type to Quickbooks and record total transaction fees retained by MH

• Average 4-5 deposit reports per month

Bank Reconciliations:

• Timing – Monthly

• Ensure all activity has been recorded in Quickbooks, including Clover deposit report– typically only Spirit Wear, but if processing credit card sales for multiple uses, need to review report details to record by income type in Quickbooks properly

• Reconcile MH deposit reports to the bank statement

• Reconcile Clover activity report to the bank statement

• Reconcile QB to the current month’s bank statement in Quickbooks – must reconcile to zero.

Upon completion, print and file Quickbooks Reconciliation Report, Bank Statement,

Square Statement - reviewed as part of the Annual Financial Review (additional details below)

Budget to Actuals:

• Timing – at least monthly and before any PTA meeting, to ensure updates can be presented, print a detailed Profit and Loss Report from Quickbooks and update the budget to an actual Excel file for actual cash activity

• Monitoring and reporting budget to actuals – communicate to the Board, Committee Chairs, and General Members at meetings

• Monitor and communicate budgets with low or no remaining funding

Financial Review and Tax Return for Fiscal Year July 1st – June 30th:

• Timing – Annually, July & early August following the fiscal year-end. 

• Coordinate with CPA to ensure timely completion of the tax return (Form 990) and financial review

• A financial review is due to NCPTA by August 31st.

• IRS Form 990 is due by November 15th

• Provide CPA with required documents for financial review/tax filing; all hard copy support delivered to their office

• Coordinate with the Membership Committee Chair to ensure NCPTA deadlines are met – confirmation with NCPTA via MemberHub required

• Sign completed tax return

• Present final tax return and financial review to the PTA Board

Sales & Use Tax Filing:

• Timing – Quarterly, within 30 days of the quarter-end month

• Complete the Sales and Use Tax Form E-500 online via NCDOR

• We are exempt, so should be zero, but filing is still required

• Print and file – reviewed as part of the Annual Financial Review

1099 Tax Filing for calendar year-end (Jan 1st – Dec 31st):

• Timing – Annually, due January 31st

• Throughout the year, obtain W-9s from all independent contractors providing services of $600 or more

• Coordinate with CPA to file the formal 1099 with the IRS

• The secretary is responsible for keeping an accurate record of the proceedings of association meetings. Promptness and accuracy are key.

• The secretary may also be responsible for maintaining all PTA correspondence, including incoming and outgoing communication. 

• Participate in all PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• Participate in PTA-sponsored events

• Meet with the Board in July to prep for the upcoming school year

• Meet with the Principal and the Board to plan calendar events for the following school year

• Take notes, type, and share them with the PTA president for review and approval

• Take notes at board meetings once a month, type notes, and upload them to the PTA Google Drive and ParentSquare under PTA Board Group

• Take notes at PTA Committee Chair Meetings (7 - 9 meetings per year), type notes, and upload them to the PTA Google Drive and on ParentSquare under PTA Committee Chair Group

• Take notes during General PTA Meetings (3-4 a year), type notes, and record on ParentSquare under PTA Members Group

• Participate in PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• Participate in PTA-sponsored events

• Shall perform the duties of the President in the absence or inability of the President to serve

• In case of a vacancy in the office of the President, the Vice President shall temporarily assume the duties until the vacancy is filled

• Shall assist the President when called upon

• Meet with the Principal and the Board to plan calendar events for the following school year

• Will partner with the Secretary to update the Standing Rules and will be an advisor to several directors

• Shall be present at all meetings of the general membership and board of directors

• The vice president may be called upon at any time to temporarily assume the place of the president; therefore, he or she should study the president’s duties and responsibilities and be familiar with the work of the PTA. In the event of the president’s resignation, the vice president assumes all duties until the president’s position is filled in accordance with the bylaws. 

• Keep ParentSquare and social media accounts current with all PTA activities.

• This includes creating flyers, announcements, and sign-ups

• Work with other committee chairs to send announcements, push notifications, send reminders, and create sign-ups

• Assist when necessary in copying and distribution of flyers or communications to be sent home

• At the beginning of the school year, ensure that parents are aware of how to sign up and pay for class packs through MemberHub.

• Advertise ParentSquare and the benefits of signing up. 

• Actively monitor Hawk Ridge PTA email account; respond and forward emails as necessary.

• Participate in all PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• Participate in PTA-sponsored events.

• BFHNIN Ambassador

Serves as the liaison between Hawk Ridge volunteers and Hawk Ridge staff.

Committee Chair Liaison: 

• The Hospitality Chair and Sunshine Committee Chair “report” to the VP of Volunteer & Staff Support. To support these committees, this position acts as the PTA Executive Board liaison for these Chairs, ensuring they know their responsibilities and budget.

Volunteer of the Month Program Coordinator: 

• The VP of Volunteer & Staff Support coordinates this program and brings nominations to the monthly PTA Board meetings for voting. 

• Once the Board votes on the Volunteer of the Month, the VP of Volunteer & Staff Support makes sure to notify the “winner,” gets a picture of him/her, and writes a description of why he/she is deserving of this honor. 

• The VP of Volunteer & Staff Support also coordinates with the VP of Communication to announce each month’s winner on the Marquee, Facebook, and ParentSquare.

Martha Bookout “Kindness” Awards Coordinator: 

• The VP of Volunteer & Staff Support works with Carrie Stoehr and the 5th-grade team to support them and assist them with the purchase of the Kindness Award gifts (if needed) that are given out to deserving 5th graders at their promotion ceremony each June

• Martha Bookout Scholarship Coordinator: The VP of Volunteer & Staff Support works closely with Carrie Stoehr and Ardrey Kell teachers and counselors (Daniel Harabin & Jorrise Clemmons) to help facilitate the award of this program. This position mainly makes sure the Martha Bookout Scholarship is advertised at AK and then coordinates payment of the Scholarship with the awarded AK student.

Hawks Helping Hawks (H3) Liaison: 

• Helps facilitate our H3 program to ensure our staff and students with an H3 need are supported. 

• Maintains a Google spreadsheet of H3 needs that arise throughout the year so the Board can budget for future needs and gives an H3 update at the monthly Board meetings. 

• Connects with the administration and staff to identify H3 needs for activities like the fall/spring Book Fair, holiday events, field trips, and other PTA-sponsored events, and works closely with the staff to provide H3 support where needed

Active PTA Participant: 

• Being an active PTA participant is a large part of the responsibilities of the VP of Volunteer & Staff Support. This means being present at the general PTA meetings (3 per school year) and other PTA-sponsored school events. This position must be committed and available for PTA-sponsored events and activities.

• Plays a crucial role in planning and executing events and activities aimed at fostering community engagement and supporting the school community

• Coordinates with PTA committees and board members to ensure seamless integration of events and outreach efforts.

• Establish partnerships with local businesses and organizations to support PTA events and community outreach programs

• Plan out the space to be used for events (cafeteria, gym, media center, etc.) 

• Notify the ASEP coordinator of any event that may affect the after-school program

• Secure custodial services if needed

• Work with the VP of Communications to market the event

• Make sure the event stays within budget

• If tickets are sold for an event, work with board members and committees to determine appropriate pricing

• Secure donations, DJ, vendors, etc.

• Participate in all PTA Board meetings, PTA Committee Chair meetings, and General PTA Membership meetings, as well as summer planning sessions for the upcoming year

• Participate in PTA-sponsored events