Become a member of the CDM PTA Executive Board and you will not only have the opportunity to get in the room where decisions are made, but you’ll also be able to create relationships with other CDM parents, teachers and staff. We are a welcoming and low key group that values diversity and a range of opinions. FYI – we must have a volunteer for PTA President, if the position is not filled we will not be able to have any kind of PTA at CDM.
We have several board level positions open, including:
- President (open must have role)
- Vice President
- VP of Programs
- VP of Legislation
- VP of Membership
- Auditor
- Parliamentarian
Below is a description of some of these positions, if you are interested in a position that doesn’t have a description please contact Tamara Wells at cdmptapresident@gmail.com.
PRESIDENT (must have role)
Minimum Time Commitment: Undetermined (2 year usual commitment – can be 1 year)
CDM PTA President essentially runs the PTA and makes sure we are in compliance with PTA rules and bylaws. Some key tasks are:
· Create and maintain yearly Google calendar
· Maintain cdmptapresident Gmail account
· Creates Executive Board Meeting Agendas and coordinates with Principal and other Board members for required documents [e.g. financials (from Treasurer) and previous meeting minutes (from Secretary)]. Presides over these meetings – some usage of parliamentary procedure
· Creates Association Meeting Agendas and coordinates with Principal and other Board members for required documents [e.g. financials (from Treasurer) and previous meeting minutes (from Secretary)]. Presides over these meetings – some usage of parliamentary procedure
- Creates and/or approves all communications for PTA distribution, and “blurb” in Principal emails
- Attends monthly PTA Presidents meetings chaired by Superintendent
- Attends monthly NCC PTA meetings
- Helps execute activities as needed
VICE PRESIDENT
Minimum Time Commitment: Undetermined (2 year usual commitment – can be 1 year)
The VP role is great to consider using as almost a co-president role to ease the requirements of the President position. Typical VP duties include:
- Performs same duties as the President, in the absence or incapacity or request of President
- Works alongside the President as an adviser, helper and trainee, preparing for future position as president
- Supports the President by assisting to make sure the PTA is successful
- Attends all PTA general and executive board meetings, ensuring all who are present act within Bylaws, and within some approximation of parliamentary procedure (Robert’s Rules)
- Helps with board transitions
- Helps execute activities as needed
TREASURER (must have role)
Minimum Time Commitment: 3 hours/month
- Prepares the annual tax return
- Tracks and records all financial transactions: membership dues, donations, receipts, disbursements
- Keeps the PTA compliant with rules and regulations, reporting to government agencies and state PTA as required
- Up-loads financials to Dropbox
- Informs committees of budgeted funds
- Pays bills and reimbursements as required (within 48 hours of approval)
- Oversees ongoing PTA finances
- Ensures adherence to approved PTA budget
- Prepares and presents budget/treasurers report for each PTA meeting
- Prepares and presents year-end audit
- Collects membership dues and submits officer list and membership list to PTA as required
SECRETARY (must have role)
Minimum Time Commitment: 3 hours/month
- Records minutes at PTA meetings (board and association meetings), submits minutes for review, and up-loads to Dropbox
- Counts a rising vote when requested by the presiding officer
- Ensures Board members are reminded of meetings each month
- Has the following on hand for reference at each meeting:
o bylaws and standing rules
o agendas and minutes
o copies of treasurer’s reports
o approved budget
o list of: membership and committees and their members
o yearly calendar
VOLUNTEER COORDINATOR
Minimum Time Commitment: 2 hours/mo
- Finds volunteers for events and activities
- Provides list of scheduled volunteers to board member chairing a specific event
ROOM PARENT COORDINATOR
Minimum Time Commitment: 5 hours at the beginning of the school year and 1 hour per month during the school year
- Works with classroom teachers to establish a room parent for each class, providing a room parent guidelines and suggestions from PTA
- Maintains list of Room parents and sends communications they should forward to their classes
PARLIAMENTARIAN
Minimum Time Commitment: nominal + 5 hours for bylaw review
- Assists the president to manage meetings and advises on parliamentary procedure
- Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years
- Arranges nominating committee’s first meeting, providing information on nomination and election process
VICE PRESIDENT OF PROGRAMS
Minimum Time Commitment: varies depending on event and # chairpersons
This person is responsible for all non-fundraising events throughout the year. VP of Programs can recruit chairs for each event or can manage events themselves. Traditional events at CDM include:
- Welcome Back Coffee
- Annual Ice Cream Social – typically has had a chairperson
- Red Ribbon Week
- Kindness Week
- Art Night – typically has had a chairperson
- Chili Game Night – typically has had a chairperson
- International Showcase – typically has had a chairperson
- Field Day
- Teacher Appreciation Week
- 6th Grade Graduation – typically chaired by 5th grade parent volunteers
AUDITOR
Minimum Time Commitment: 10 hours per year
PTA audits are done twice a year, as a mid-term audit (Due in March, covers July-December) and a year-end audit (Due in October, covers (January-June). They are also conducted when a financial officer or check signer is replaced, a bank account closed and whenever an audit is deemed necessary. The Auditor:
- Audits the books and financial records of a PTA to determine their accuracy
- Presents written reports on audits to the board and the association for adoption
- Forwards copies of adopted audits to council/district PTA as indicated in unit bylaws
