Board Responsibilities

Below you will find two things:

1. General Responsibilities of the Executive Board

2. Specific Responsibilities for each board position

If you choose to run for a board position, plan on attending all of the PTA meetings throughout the year. According to our current bylaws, meetings are held once a month on a Tuesday. Our PTA has alternated holding 9am  morning and 7pm evening meetings for several years. However, we will be reviewing parent feedback from the PTA survey and deciding if we need to make changes to our meeting timesObjects of the PTA:

Article III: Purposes

Section 1. The Objects of the Charles A. Lindbergh PTA, in common with those of the National PTA and the Michigan PTSA are:

a. To promote the welfare of children and youth in home, school, community and place of worship.

b. To raise the standards of home life.

c. To secure adequate laws for the care and protection of children and youth.

d. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.

e. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social and spiritual education.

 

General Board Member Responsibilities:

Article VIII: Duties of Officers

Section 6. All officers shall:

a. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these Bylaws and those assigned from time to time.

b. Deliver to their successor all official material not late than ten days following the expiration of their term of office.

Article IX: Executive Board

Section 1.

a. The executive board shall consist of the officers of the association, the chair of standing committees, and the principal of the school or a representative appointed by them. The chair of standing committees shall be selected by the officers of the association.

b. The president may appoint a parliamentarian, subject to the approval of the officers of the association.

c. The members of this board shall serve for a term of one year and shall remain in office until their successors assume office.

 

Section 2. All of the executive board members shall be members of this PTA.

 

# Section 3. A PTA member shall not serve as a voting member of a constituent organization’s board on the local, council, district, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

 

Section 4. The duties of the executive board shall be:

a. To transact necessary business in the intervals between association meetings and such other business as may be referred to it by the association;

b. To create standing and special committees;

c. To approve the plans of work of the standing committees;

d. To present a report at the regular meetings of the association;

e. To appoint an auditor or an auditing committee at least two weeks before the annual meeting to audit the treasurer’s accounts;

f. To prepare and submit to the association for adoption a budget for the fiscal year;

g. To approve routine bills within the limits of the budget;

h. To determine the method of selecting delegates and alternates to represent the unit at council meetings, if unit is in membership with a council;

i. To obtain a fidelity bond for the treasurer and all persons authorized to handle funds and securities;

j. Register the signature of the Treasurer, the President and the Secretary for all accounts at the bank. All checks shall bear two (2) of the three (3) signatures registered with the bank.

k. To determine the method of selecting delegates and alternates to represent the unit at the convention of Michigan and National PTA.

 

Section 5. Regular meetings of the executive board shall be held during the school year, the time to be fixed by the board at its first meeting of the year. A majority of the executive board members shall constitute a quorum. Special meetings of the executive board may be called by the president or by a majority of members of the board.

Title: PTA President

According to the bylaws:

Article VIII: Duties of Officers

Job Summary:

Runs the PTA meetings, is the official representative to the district, represent the PTA, speak on behalf of the PTA and support all the volunteers. Regular tasks include creating & communicating meeting agendas and attending Board meetings. The president is a member of all committees, so s/he can attend any or all meetings as seems helpful. The President oversees the overall PTA calendar and adherence to bylaws & procedures.

Article VIII, Section 1. The president shall:

a. Preside at all meetings of the association;

b. Perform such other duties as may be prescribed in these bylaws or assigned by the association;

c. Be a member ex officio of all committees except the nominating committee;

d. Coordinate the work of the officers and committees of the association in order that the Objects may be promoted.

e. Attend meetings called by the Council, when in membership with Council, or arrange for his duly elected alternate to attend.

f. In the event of consolidation, change of name, or disbandment of this unit, notify the Michigan PTSA

Section 2. The Objects of the National PTA, the Michigan PTSA and the Charles A. Lindbergh PTA are promoted through an educational program directed toward parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set forth in Article IV.

Section 3. The organization is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding Sectionof any future Federal tax code (hereinafter “Internal Revenue Code”).

———

General Timeline: (These are not part of the bylaws)

Weekly

  • Update website as needed unless this task has been designated to someone else
  • Answer emails
  • Send any information that you want in the Monday email to the email chair. The email chair does not edit for content. Write things exactly as you want them to appear.
  • Direct parent questions to the appropriate chair
  • post PTA events to facebook or ask the facebook chair to do so.
  • Mail: Go through the mail in the PTA mailbox and the box on the floor.

Monthly

  • Email chair persons and as if there is anything they have any announcements or any topics they wish to see discussed at the next pta meeting. (I did not do this and wish I had.)
  • Set meeting agenda and post to website
  • Meet with your board either in person or virtually to discuss the upcoming meeting. (I did not do this and wish I had.)
  • Preside over pta meetings
  • Attend district pta board meetings.
  • There are bimonthly President’s Conference Calls set by the Michigan PTA. All PTA presidents are invited to participate.
  • Archive the PTA meeting agenda, budget, minutes and maybe even the Monday emails.

August/September

  • Get the National PTA kit and distribute materials to board and key members.
  • Read through our PTA bylaws
  • Review Robert’s Rules
  • Meet with the board to review all areas of responsibility and establish the PTA calander. (Typically this is done before school starts. Email or call Mrs. DeNeen to set a date and pass that info along to your board members.
  • Familiarize yourself with the different committees and and each committee’s responsibilities.
  • Write a welcome letter to be sent Home the first week of school.
  • Prepare for the first PTA meeting and for Open House
  • Extra: The PTA finds a couple volunteers for fall and spring picture day. 2 volunteers will get a free picture packet.
  • Check in with Mrs. Baloga and decide who will be contacting Barnes and Noble and setting a date for the December book fair. She needs the date to be set soon so that she can send a letter home to her students regarding the requirements for those who participate in choir.

October

  • The Haunted School is your big event this month

November

  • The Boutique is your big event this month

December

  • The good standing deadline is December 1st.
  • Develop a nominating committee as outlined in Article VII of the bylaws
  • Santa Shop is your big event this month

February

  • Founder’s Day is your big event this month. Each PTA is to create a basket for the basket raffle.

March

  • Attend Kindergarten Round Up and give a brief introduction of the PTA

April

  • The Michigan PTA Convention is held in Southfield
  • Elections are held at the April meeting
  • The Variety Show is your big event this month

May

  • Teacher Appreciation Week and Spring planting are the big events this month
  • District and State Reflections ceremonies

June

  • Field Day and Fun Fair are your big events this month
Important resources websites:
Linda Bazzi, Dearborn PTA Council President: lb416@att.net

Mother Vice President

Article VIII: Duties of Officers

Section 2. The vice president(s) shall:

a. Act as aide(s) to the president;

b. (In their designated order) perform the duties of the president in the absence or inability of that officer to serve.

 

Mother VP Responsibilities (These are not part of our bylaws)

Room Parent Organization

1. Send notice to the teachers requesting Room Parent names, email addresses and phone no. the day after Open House. Turn in date should be no later than the end of the following

week.

2. Collect names and contact info. and type a list for reference (room parents are welcome to a copy.)

3. Organize a Room Parent meeting the week after names and info. are collected (Friday mornings work well for most).

  • At the meeting:
  • Using the list, send around to verify with those at the meeting.
  • Discuss Room Parent responsibilities & dates:
  • Holiday parties
  • Holiday Boutique baskets w/ specific info. and turn in dates
  • Teacher Appreciation Week
  • Holiday Boutique

1. Set the basket turn in date and time at the Room Parent meeting for the Thursday or Fridaybefore the Boutique from 8:30-11a.

2. Send a reminder email of the turn-in date one week before. This would be the time to remind the parents that they need to include an 8×10 decorated description sheet.

3. On turn in day, at 8:30a , filled baskets can be brought to the cafeteria to be wrapped. If possible, parents should stay to wrap. When finished wrapping, baskets can be stored in the

art storage room or the room off of the office (ask Cathy first).

Supplies needed for wrapping:

  • 2-3 cellophane rolls
  • scotch tape
  • twist ties
  • ribbon or pre-made bows
  • 8 x 10 acrylic frames
  • 4. Friday, early evening, the basket tables will be set up in the Kindergarten hallway. To set up
  • the tables, you’ll need:
  • 3-4 red rectangle vinyl tablecloths
  • Roll of tickets
  • Ticket cans (in basket supply tote in storage room)
  • Large Ziplocs (for ticket can dumping)
  • pens (20+)
  • Signs up on the wall behind tables

5. Saturday morning (1 hour before):

  • Take baskets out of storage and place on tables.
  • Put teacher cans in front of its basket.
  • Put pens on the tables with the cans
  • Split tickets in half (Tickets are 6 for $5 or $1/ticket)
  • We do not keep the opposite side of the tickets. They fill out their name and
  • phone no. and place the single ticket in the appropriate can.
  • Cash box and bag will come from the Treasurer with start-up money.

6. During the Boutique:

  • A. Throughout the day, a chairperson or the PTA Treasurer will collect money.
  • B. Periodically dump the cans into the Ziploc for that teacher to keep the cans clear.
  • C. At 3:45p, ALL SALES END.
  • D. Tickets are emptied into their Ziploc. On a piece of paper, list each teacher w/ the name of their basket.
  • E. The last team of workers takes turns choosing the winning ticket from each can.
  • F. Attach the ticket to the piece of paper w/ the teacher’s names. Take the paper to Mrs. DeNeen to be announced over the PA (2 grades at a time).
  • G. Winners can pick up their baskets from the time of announcement to a ½ hour after. If they’re not present, call their phone no. on the ticket to make arrangements for pick up.

7. After the Boutique:

  • A. Clean up the tables and put the tote back in the storage room.
  • B. Take the Ziplocs with you to count ASAP. Record all tickets totals. Check with Treasurer for the total dollar amount taken in for the baskets and divide it equally amongst the teachers (keeping the number round). Specials teachers that made a basket receive less (check with Mrs. DeNeen to determine a dollar amount for them.
  • C. Distribute a letter with the dollar amounts to each teacher in their mail boxes.
**The Mother VP is also in charge of Teacher Appreciation week. For more information, contact Lori @ lomurph@comcast.net

Father VP

For more information, please contact Jim Thorpe: jthorpe72@hotmail.com

Article VIII: Duties of Officers

Section 2. The vice president(s) shall:

a. Act as aide(s) to the president;

b. (In their designated order) perform the duties of the president in the absence or inability of that officer to serve.

**The father VP is responsible for our Fun Fair. Please check back for more information about Fun Fair responsibilities

 

Secretary

*Kim Gadberry can give you additional information. kaigadberry@yahoo.com

Article VIII: Duties of Officers

Section 3. The secretary shall:

a. Keep an accurate record of the minutes of all meetings of the association and of the executive board;

b. Have a current copy of the bylaws;

c. Maintain a membership list;

d. Perform other delegated duties as assigned;

e. Conduct the correspondence delegated to him/her.

f. Immediately following the election, send the name and address of the newly elected President to the Michigan PTSA Office.

———-

Tips For TAKING MINUTES – What main points should always be included in the minutes? 

(These tips were taken from http://www.fourthdistrictpta.org/recording-secretary-job-duties/)

  • Name of the association
  • Kind of meeting (association, board, special)
  • Date, time and place of meeting
  • Name and title of presiding officer
  • Disposition of minutes of previous meeting (approved as read/printed/committee or approved as corrected)
  • Treasurer’s report as given (Financial Secretary, also)
  • Record of all bills approved for payment and/or ratification
  • Record of each motion voted upon (unless withdrawn), with the name of the member who made the motion–the member who seconded the motion need not be recorded–and whether the motion carried or failed
  • Copy of any resolutions adopted
  • Record of results of any election
  • Brief notation of program – topic, names of participants, method of presentation
  • Time of adjournment
  • Title and signature of secretary

A few “quick tips”:

  • Record what is done, not what is said.
  • Organize notes into clear statements (not opinions), and record them in a permanent bound book.
  • Record in the order that the business happens.
  • Include copies of treasurer and financial secretary reports, budgets, and specific committee reports in their entirety, if need be.
  • Be prompt and accurate.

What records should be stored by the secretary?

  • Copies of the previous minutes
  • Copies of agendas
  • The bylaws and standing rules
  • Current membership list (includes date member joined)
  • List of officers and committees
  • Copies of current reports

 

Treasurer

Please contact Katie Foxat kathleenfox67@hotmail.com for information about the treasurer position. 

The specific duties and responsibilities of the treasurer include:

• Assuring all PTA funds are promptly deposited into one or more bank accounts where PTA

funds are maintained separate from funds of any other organization;

• Keeping an accurate and very detailed account of all funds received and all funds disbursed;

• Paying all authorized financial obligations of the PTA, including membership service fees due

to the council (if any) or the State PTA, in a timely manner; Preparing and filing the appropriate

federal tax forms (990 EZ or 990) in a timely manner;

• Preserving all receipts, invoices, bank statements, canceled checks, and other financial

records as specified in the records retention timetable (page 9).

• Submitting a detailed, written monthly financial report at each meeting of the PTA membership

and board of directors;

• Submitting written reports by mail or email to the board during months when there are no

meetings

• Developing and presenting, with support of the budget committee, the budget for the following

year;

• Submitting a final annual report prior to the end of the fiscal year;

• Prior to delivery of the books to the successor treasurer, submitting the current year’s records

to a financial review committee.

* Obtaining seed money for all PTA events that require it such as the Scholastic Book Fair and events that charge admission.

 

Article VIII: Duties of Officers

Section 4. The treasurer shall:

a. Keep a full and accurate account of receipts and expenditures;

b. Make the disbursements as authorized by the president, executive board, or association in accordance with the budget adopted by the association;

c. Have checks or vouchers signed by two persons, the treasurer and one other person;

d. Present a financial statement at every meeting of the association and at other times when requested by the executive board;

e. Make a full report at the meeting at which new officers officially assume their duties (usually the annual meeting);

f. Keep the record of the National and State portions of the membership dues separate from the record of the general funds of the local unit, as provided in these Bylaws Article V, Section 6,

g. Submit the books annually for an audit by an auditing committee selected by the executive board at least two weeks before the meeting at which new officers assume duties.

h. Forward the $25.00 unit dues to the Michigan PTSA office on or before June 1 of each fiscal year.

i. Forward National and State monies to the Michigan PTSA office on a monthly basis by the 28th of each month.

j. Submit copies of the annual audit and budget to the MPTSA state office by February 28th.

Section 5. The treasurer’s accounts shall be examined annually by an auditor or an auditing committee of not less than three members, who, satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report. The auditing committee shall be appointed by the executive board at least two weeks before the annual meeting.