We have several open positions for the 2024-25 PTA Board.  Please consider volunteering to make a difference at Highlands!

 

Board Positions

• President
• Executive Vice President
• Historian
• VP Programs
• VP Fundraising

Interested or have questions? Email Dulini Welihinda

 

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PTA Executive Board Job Descriptions

 

President

 

Time commitment: High

Skills most useful for this position: Flexibility, multi tasking, public speaking, and most of all, grace under pressure! Must be able to see all sides and not be reactionary

Duties include:

• Coordinate the work of officers and committees of the board.
• Preside at all meetings of the executive board and create the agenda.
• Be a member ex officio of all committees except the nominating committee.
• Prepare the list of board officers and chairmen required for directory data and submit through channels as directed by council or district. 
• Sign all authorizations for payment as required by the executive board.
• Be responsible for preparing the board’s annual report required by the CA State PTA
• Be the official representative of the board at council and district meetings.
• Have all newsletters, flyers and /or notices approved by the principal, prior to distribution.
• Have all contracts and/or legally binding documents approved by the association, prior to signing a contract along with another elected officer.
• Be authorized to sign checks
• Set annual budget with Treasurer
• Meet weekly with the school Principal to discuss upcoming school events.
• Oversees along with the Principal the teacher grants & the distribution of the grant money.

 

Executive Vice President

 

Time commitment: Low

Skills most useful for this position: Supportive, ready to jump in where needed.  Organized and able to plan a year so that it isn’t loaded with event after event.

Duties include:

• Serve as the primary aide to the president.
• Perform the duties of the president in the absence or disability of that officer to act.
• Oversees calendar of events for the school year including Bunker Hill Sign & website calendar.
• In charge of Parent Education Nights (topics, securing venue and bookings)

 

VP Fundraising

 

Time commitment: Medium-High

Skills most useful for this position: Organized, people skills, leader, good with money

Duties include: Oversee and set goals for all fundraising activities such as:

• Gift wrap                                       
• SMART Fund                  
• Fall event              
• Walk-a-Jog                                   
• Crab feed             
• Eichler tour           
• Family dining nights                  
• Box tops                
• Spirit wear store          

 

VP Programs

 

Time commitment: Medium

Skills most useful for this position: Organized, Event planning, detail oriented, communication

Duties include:

Oversee all program activities including:

• Spirit Wear - Annual Highlands T-shirts
• Hospitality - Welcome Breakfast, Principal Coffee Chats, Teacher’s Lounge 
• Art in Action
• Garden
• Community Events - Science/Math Nights, Potlucks, Holiday Events, Talent Show

Coordinate and oversee the chairpeople of these programs.

VP Communications

 

Time commitment: Medium-High

Skills most useful for this position: Basic understanding of website writing, or marketing communications background or interest.

Duties include:

• Publish the Bear Bytes biweekly newsletter
• Updating the Highlands PTA Website, Facebook page and Google Calendar
• Monitoring the PTA email account.

This is an important position and makes a big difference in helping support the teachers and principal to ensure information is passed on to parents in a timely, predictable manner. The various responsibilities can also be split among multiple people if the VP wants to create a committee. It is a fun and creative role. Plus, you'll always be the first to know about all of the exciting news and events happening at our school!

 

VP Membership

 

Time commitment: Low

Skills most useful for this position: 

Duties include:

• Campaign and market the PTA to recruit members.
• Keep track of existing members and submit dues to the council
• PTA Insurance - renewals, submit any claims.

 

Recording Secretary

 

Time commitment: Medium

Skills most useful for this position: 

Duties include:

• Keep an accurate record of the proceedings of all meetings of the executive board.
• Be prepared to refer to minutes of previous meetings.
• Record all expenditures in the minutes.
• Keep a current list of the paid members of the association provided by the membership chairman.

 

SMFC PTA Liaison

 

Time commitment: Low

Skills most useful for this position: 

Duties include:

• Serve as the representative for Highlands at the SMFCSD School Board Meetings once a month.
• Report district meeting information back to executive board meetings.
• Assist with Highlands staying on track by submitting necessary materials and documents to keep our chapter in good standing.

 

Historian

 

Time commitment: Low

Skills most useful for this position: 

Duties include:

• Coordinate and work with teachers, room parents and hospitality coordinator
• Assemble and preserve a record of the activities, achievements and volunteer hours of the association.
• Act as custodian of records and other materials pertinent to the history of the association.
• Assist the president with the preparation of the association’s annual report.
• Coordinate email lists for each classroom.

 

Parliamentarian

 

Time commitment: Low

Skills most useful for this position: Detail-oriented, organized, good follow through

Duties include:

• Go to the monthly meetings, rules police, and organizes nominating committee.
• Attend all board meetings and give necessary advice in parliamentary procedure.
• Help keep the executive board discussions limited to the time allowed in the agenda.
• Call the first meeting of the nomination committee. Conduct election of a chairman and give instructions in procedure.
• Chair the bylaws committee and review bylaws annually

 

Treasurer

 

Time commitment: High

Skills most useful for this position: Detail Oriented, Basic understanding of bookkeeping, communication.

Duties include:

• Keep permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the board, including the number of members, the dues collected from the members and the amount of dues remitted through channels to the CA state PTA. 
• Chair the budget committee and prepare the budget for adoption by the board.
• Contact the bank to secure signatures of all authorized signers on all checking and savings account signature cards and file with the bank immediately upon taking office.
• Receive monies from the financial secretary for the board, giving a receipt and deposit immediately in the name of the board in a PTA approved bank.
• Receive and retain a copy of the deposit slip for any deposit made.
• Prepare all authorizations for payment as required by the executive board.
• Upon receipt of a signed payment authorization form signed by the president and the financial secretary, pay all bills as authorized by the executive board.
• Keep an accurate record of receipts and disbursements in a ledger.
• Keep the membership informed of expenditures as they relate to the budget adopted by the board.
• Remit all council, district, State & National portions of per capita dues monthly to the financial officer of the council.
• Present a treasurer’s report at every meeting.
• Be responsible for filling out and forwarding all necessary report forms required by the CA State PTA for insurance, and for filing all tax returns and other forms required by government agencies.
• Make an annual financial report to the executive board.

 

Financial Secretary

 

Time commitment: Low

Skills most useful for this position: 

Duties include:

• Receive all monies collected by the PTA, check amounts for accuracy and make all deposits immediately in the PTA’s bank account.  Deliver deposit verification form with the bank issued deposit slip to the treasurer.
• Keep an accurate record of all receipts for filing with the treasurer’s financial records for the board.
• Together with the president, review and authorize all expenditures that need to be made.  Then send check requests to the treasurer.

 

Auditor

 

Time commitment: Low

Skills most useful for this position: Being an accountant/CPA is helpful but not required.

Duties include:

• Audit the books and financial records semiannually.
• Prepare a midyear audit and present a written report.
• Prepare a year end audit and present a written report.
• Prepare a fiscal year-end audit to be completed the month immediately following end of the fiscal year.
• Audit the books upon resignation of treasurer, financial secretary or any check signer.
• Be responsible for verifying on the Audit Report Form that all necessary report forms required by the CA State PTA for insurance, tax returns and other forms required by state and federal government agencies have been completed and filed by the due date.