PTA Executive Roles and Responsibilites

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

• Develop roles and responsibilities for all board and committee chairs

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

• Communicate before the start of school with the rules/responsibilities and direct reports for each individual role

• Work directly with Treasurer to prepare the annual budget

• Review all grant requests for additional funding throughout the year

• Review and sign all contracts

• Review Annual Financial Reviews and Audits

• Stay up to date on MemberHub purchases 

• Preside over all board meetings

• Organize General Membership and Committee Chair memberships

• Approve all meeting minutes before submission

• 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

• Organize the Carpool Silent Auction at Curriculum Night

• Oversee the planning of all PTA events

• Plan the Back to School teacher luncheon, including pictures of each team for the front hall movie

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

• 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

• Create a list of PTA spirit rock dates & send to the P4SS Chair

• Create back to school letter that is sent home by Administration

• Create monthly PTA newsletters

• Primary liaison between HR Administration and PTA

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

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

• Direct liaison with NCPTA Raleigh Office

• Work with PTA Membership Chair to recruit members and maintain good standing

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

General:

• Prepare/draft annual budget, obtain Board approval prior to presentation to General PTA membership and General PTA membership approval at first General Meeting

• Attend/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

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

• Attend/participate in all PTA-sponsored events 

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

• Prepare/draft annual budget, obtain Board approval prior to presentation to General PTA membership and General PTA membership approval at first General Meeting

• Attend/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

• Attend/participate in all PTA-sponsored events 

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

• Timing – Ongoing, at least weekly

• Process all funds received (cash/checks), ensure completion of Funds Received Form with a second signor and counter on 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 and Box Tops, Class T-shirt sponsors, silent auction winners, FNOs, School Store, etc.

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

• Record deposits in Quickbooks

• Average 20-50 deposits per month

• Process all check requests, ensure completion of Check Request Form with a second signor/reviewer of request

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

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

Record check/expense in Quickbooks:

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

• Deliver/mail checks weekly

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

• Average 15 – 50 checks per month

MemberHub Reports:

• Timing – Ongoing, at least monthly

• Review MH deposit reports provided by P4SS Committee Chair

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

• P4SS payment types include but not limited to; Class Packs, Spirit Rock, PTA dues, Drama Club 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 properly record by income type in Quickbooks

• Reconcile P4SS 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 (credit card app processor) - reviewed as part of the Annual

• Financial Review (additional details below)

Budget to Actuals:

• Timing – at least monthly and prior to any PTA meeting, to ensure updates can be presented Print 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/highlight budgets with low or no remaining funding

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

• Timing – Annually, July/early August following the FY end

• Coordinate with CPA,  to ensure timely completion of the tax return and financial review

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

• Coordinate with Membership Committee Chair to ensure NC PTA deadlines are met – confirmation with NC PTA 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 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 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

• 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 with the board and upload to ParentSquare 

• 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 (4-5 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

• 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 Secretaries to update the Standing Rules, and will be an advisor to several directors

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

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, making sure they are aware of 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 on 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 Audrey Kell teachers/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: 

• The VP of Volunteer & Staff Support helps facilitate our H3 program to make sure our staff and students who have an H3 need are supported. 

• This position 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. 

• The VP of Volunteer & Staff Support 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 VP of Volunteer & Staff Support responsibilities. This means being present at the general PTA meetings (3 per school year) and other PTA-sponsored school events. The Hawk Ridge PTA provides our students and families with numerous opportunities to fellowship with each other. There are often times when other parents do not step up to help at events or volunteer their time at the school. The absence of other parental support often falls on the backs of the PTA Executive Board, which means it’s important that this position be committed and available for most PTA-sponsored events and activities

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

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

• Helping/working 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

• Advertise Harris Teeter TIE program, Publix partnership 

• At the beginning of the school year ensure that parents are aware of how to sign up and pay for class packs through P4SS.

• Advertise ParentSquare and the benefits of signing up. Monitor and approve new sign-ups for ParentSquare

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

• Work directly with committee chairs for events to make sure everything is organized and ready to go

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

• Secure custodian services if needed

• Secure volunteers for events

• Work with the VP of Communications to market the event

• Make sure the event stays within budget

• If tickets are sold, work on getting them on P4SS

• Secure donations, DJ, vendors, etc.