PTA Board of Directors Job Descriptions

ELECTED EXECUTIVE COMMITTEE:

President:

• Preside at all Maple Hills PTA meetings. In the case of Co-Presidents only one may preside at a meeting. Presiding President has no vote, except in the case of a tied vote.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties required of a President.
• Disseminate all information received pertinent to PTA programs and events.
• Fulfill responsibilities as stated in the Standing Rules.
• Schedule and lead Board Retreat at the beginning of the school year.
• Attend all Issaquah PTSA Council General meetings; if unable to attend find a Council Delegate to attend.
• Organize the Back to School luncheon for staff, along with gift(s).
• Oversee the following committees/persons: Art Docent program, Auction, Financial Review, Nominating Committee (recruit committee members only), Site Council PTSA Rep, State and National PTA Awards of Merit.
• Maintain the President notebook (digitally and paper) and pass it on to the incoming President with instructions.

Vice President:

• Attend all Maple Hills PTA meetings.
• Attend at least one WSPTA approved training course per year and pursue adequate training to perform the duties of the president in his/her absence.
• Perform the duties of the President in the absence or inability of that officer to serve, and assist the President when called upon.
• Oversee the following committees:
• Advocacy Rep, ISF Liaison, New Family Orientation, Awards Committee (Golden Acorn, Outstanding Education, Eagle Award, Outstanding Advocate).

Secretary:

• Attend all Maple Hills PTA meetings. If unable to attend, the Secretary will give the President the minutes from the previous meeting for board/membership approval. Ask someone to act as Secretary and take minutes of the meeting he/she is missing.
• Attend at least one WSPTA approved training course per year, pursue adequate training to perform the duties required of a Secretary.
• Keep accurate records of all meetings, including minutes, sign-in sheets, and motions. ● Consult the President for agenda items for all meetings (sample provided in notebook).
• E-mail a meeting reminder and meeting documents (agenda, minutes from previous month, and any other documents requested by the president) three (3) days prior to all meetings.
• Send approved minutes to Director of Communications to post online.
• Post paper notices in the school with highlights of upcoming general membership meetings two weeks prior to meeting dates. (N/A during Covid)
• Help maintain all committee files located in the PTA portable.
• Maintain the Secretary Notebook (digital or otherwise) and Legal Records Notebook and pass them on to the incoming Secretary.

Treasurer:

• Attend all Maple Hills PTA meetings. If unable to attend, the Treasurer will give the President a financial report for the meeting.
• Attend “PTA and the Law” and “Money Matters” classes provided by Region, State or Council training, and pursue adequate training to perform the duties required of a Treasurer.
• Keep accurate and up to date records at all times, following guidelines set by the Standing Rules and State PTA.
• Receive and issue receipts and deposits promptly from and into the PTA account all monies. Treasurer has the right to question any reimbursement.
• Dispense all monies according to the approved budget.
• Present a written financial statement at all board and general membership meetings.
• Maintain a list of membership dues paid; including names and addresses of all members (may be obtained from the Director of Membership)
• Maintain the Treasurer notebook and pass it and all bank related items to the incoming Treasurer with instructions.
• Maintain one copy of the Legal Documents Notebook (the secretary has a second copy). ● File taxes to Federal State – Refer to Standing Rules #4, #5 and #6 for clarification.
• Close the books on June 30 and submit the books and records for review to the Financial Review Committee.

ELECTED BOARD POSITIONS:

Director of Volunteers:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, the Director will give a written report to the President regarding the status of the committees he/she oversees.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties required of the position.
• Distribute the lists of volunteers to the appropriate Directors and/or Committee Chairs.
• Oversee the following committees: Bus Greeter, Staff Appreciation, Volunteer of the Month. Maintain regular contact with the committee chairpersons to ensure that the committee has all the help it needs and that things are going smoothly, provide or seek assistance when needed
• Take nominations for Volunteer of the Month to the Board of Directors for vote and write a short article about the volunteer(s) for the PTA Newsletter and the PTA bulletin board.
• Send a thank you card to each Volunteer of the Month.
• Maintain the Director of Volunteers notebook (digital or otherwise) and pass it on to the incoming Director with instructions.

Director(s) of Membership:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, the Director will give a written report to the President regarding the status of Membership and the Student Directory.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties of the position.
• Recruit members for the Maple Hills PTA – parent, teachers, and community members.
• Input members into the State website and maintain a list of all members with contact information. ● Oversee any volunteers enlisted to help with recruiting for membership.
• Oversee the following committees: Student Directory, Kinder Socials, New Parent Orientation and Yearbook.
• Maintain regular contact with the committee chairpersons to ensure that the committee has all the help it needs and that things are going smoothly, provide or seek assistance when needed
• Maintain the Director of Membership notebook and pass it on to the incoming

Director of One-Time Events:

• Attend all Maple Hills PTA meetings. If unable to attend, the Director will give a written report to the President regarding the status of the committees he/she oversees.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties of the position.
• Oversee the following committees: Artwalk/Spring Dessert, Book Fair, Fall Dance, Field Day, Ice Skating Party, Pizza Bingo, Reflections, Science Fair/STEM Night, Variety Show.
• Maintain regular contact with the committee chairpersons to ensure that the committee has all the help it needs and that things are running smoothly, provide or seek assistance when needed.
• Maintain Director of One-Time Events notebook (digital or otherwise) and pass it on to the incoming Director with instructions.

Director of Ongoing Programs:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, the Director will give a written report to the President regarding the status of the committees he/she oversees.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties of the position.

• Oversee the following committees: Eagle Eye Art, Eagle Reader, WatchDOGS.
• Maintain regular contact with the committee chairpersons to ensure that the committee has all the help it needs and that things are going smoothly, provide or seek assistance when needed.
• Maintain the Director of Ongoing Programs notebook (digital or otherwise) to pass it on to the incoming Director with instructions.

Director of Ways & Means:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, the Director will give a written report to the President regarding the status of the committees he/she oversees.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties of the position.
• Oversee the following committees: Eaglewear Sales, Box Tops, Field Day T-Shirts, Popcorn Sales, Corporate Sponsorships (if applicable) and any other fundraisers the PTA membership may choose to do.
• Maintain regular contact with the committee chairpersons to ensure that the committee has all the help it needs and that things are going smoothly, provide or seek assistance when needed.
• Maintain the Director of Ways & Means notebook and pass it on to the incoming Director with instructions.

PRESIDENT-APPOINTED STANDING COMMITTEES

Director of Communications:

• Attend all Maple Hills PTA meetings. If unable to attend, please refer to the meeting minutes to become educated on important events for that month.
• Pursue adequate training to perform the duties of the position (in the form of support from the former Director of Communications or President. This job does not require you to attend WSPTA approved training).
• Send weekly ENews to inform the membership of upcoming events and opportunities. ● Maintain the PTA website and Facebook page.
• Maintain a notebook (digital or otherwise) to pass on to the incoming Director with instructions.

Special Needs Representative:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, the Director will give a written report to the President regarding the status of the committees he/she oversees.
• Attend at least one WSPTA approved training course per year, and pursue adequate training to perform the duties of the position.
• Actively publicize the role of Special Needs Rep so parents know of the position, whom to contact, resources available, specific events and activities, etc.
• Facilitate on-going communication to make sure information reaches families of children with special needs to inform them about activities and events as well as other important functions around the school and community that might be useful, helpful and relevant to their needs.
• Work with the school and PTA to help them adapt activities to be more inclusive for students with special needs and their families
• Help connect students with special needs and their families with available school and community resources.

Advocacy Representative:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, he/she will give a written (email) report to the President regarding the status of Legislative issues pertaining to the Maple Hills and Issaquah School District.
• Become educated on local education-related legislative issues that impact our school and district. Be able to share contact information for local legislators and how to find information on legislative issues.
• Submit articles for ENews when there is information to pass on to PTA members and the community. ● Attend WSPTA Legislative Assembly and Focus Day, if possible.

PRESIDENT-APPOINTED AD HOC COMMITTEES:

Art Docent Chair(s):

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, he/she will give a written report to the President with updates on the art docent program.
• Maintain an inventory of supplies and order as necessary. Class docents should consult the chair(s) before ordering supplies for their projects.
• Attend the Council Art Docent Training at the beginning of each school year. Communicate this date to class docents and encourage them to attend.
• Provide training as needed to class art docents, including at least one kiln training per year.
• Keep a calendar for kiln scheduling and ensure that any docent using the kiln has been properly trained.
• Communicate with classroom docents to provide support, as needed, and ensure each class has an ongoing art program. If a class does not have an art docent, work with that teacher to find one.
• Apply for any grants available to support the MH art program (such as the City of Issaquah Art Grant).

ISF Representative:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, he/she will give a written report to the President regarding updates from the Issaquah Schools Foundation outside of monthly ISF Enews.
• Maintain a notebook with all information required for a board member.
• Submit articles for the Newsletter when there is information to pass on to PTA members and the community.

Site Council Representative:

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, he/she will give a written report to the President with information from any recent Site Council meeting.
• Maintain a notebook of meeting notes, board or community questions for Site Council, and all information required for a board member.

Auction Chair(s):

• Attend all Maple Hills PTA meetings. If unable to attend a meeting, Chair(s) will give a written report to the President regarding the status of the Auction and updates from Committee Chairs.
• Attend “PTA and the Law” and “Money Matters” classes provided by Region, State or Council training. ● Present the board with a monthly written Financial Statement.
• Present a Plan of Action and Budget Report to the board at the beginning of the year for approval, as well as monthly updates on these items.
• Maintain an up to date notebook that includes Auction budget, Plan of Action form, job descriptions, committee and volunteer lists.
• Be in constant communication with the President and Treasurer.
• Contact Committee Chairs to remind them to send in articles for the Newsletter before the submission date.

Volunteers for Issaquah Schools (VIS) Liaison:

• This position should be appointed to serve during the years that the ISD is running a bond and/or levy. This could be combined with the Advocacy Rep. position. This person should attend Maple Hills PTA meetings. If unable to attend a meeting, he/she will give a written report to the President with updates on the bond/levy campaign.
• Represent Maple Hills PTA at any bond or levy events, such as the district’s Levy Community Night, to gather information and share it with PTA membership. Events typically happen 1 time during a campaign. Distribute any campaign materials provided by VIS.
• Provide the Director or Communications with bond/levy information to be shared on the PTA website and in Enews.

All current Board Members and Directors are responsible for maintaining a notebook (electronic and/or paper) which should contain all information relevant to your position or its oversights. These notebooks should be handed over to whomever is filling your position by June 30th. When completing your notebook, please be specific about what the position entails. This is the most important thing you can leave for the next person. Also include anything you wish you had when you took the position. Each year the notebook should be purged of old information and prepared for the next year. Please make sure your notebook includes:

• Meeting Agendas and Minutes from the previous year, for reference ● Any information relevant to your position or its oversights