PTA/PTSA Board Member Roles & Resources

PTA Board Members...

• Are an elected group representing its members
• Carry on the work of the organization between general meetings
• Delegated the duty and power of acting for the membership by its bylaws
• Sets policy
• Approves the budget
• Appraises results

Board Member Resources...

Each year, National PTA provides local leaders with current reference guides to help you be an effective PTA leader and answer any questions you may have in your leadership role. These guides are available online at www.ptakit.org. National PTA has divided this kit into six categories: Mission, Leadership, Finance, Membership, Fundraising, Advocacy, and Communication.  (If you have not already done so, you will need to create an account by providing an email address and password.)

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Role of the President

• Oversee unit organization
• Preside over all meetings of the organization     
• Facilitate communication between board members
• Be official spokesperson for your local unit PTA/PTSA   
• Provide board members tools to be effective    
• Keeper of procedure book
• President's Tip Sheet

PTA President's Reference Guide (available at www.ptakit.org)

Local Unit Contact Form (click to download) or 
complete the Online Local Unit Contact Form

Hawaii Local Unit Standards of Affiliation

Bylaws Template

Insurance Premium

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PTA Finance Reference Guide (available at www.ptakit.org)

Unit in Good Standing Form

Hawaii Local Unit Standards of Affiliation

Insurance Premium

Project Grad Guidelines

Document Retention Schedule

Role of the Treasurer

• Job Description - Treasurer
• Keep accurate financial records
• Work with membership dues to be sure membership dues are accounted for
• Due by the 5th of each month to HSPTSA
• Use membership dues remittance form and membership roster remittance form when submitting dues
• Prepare financial reports
• File all government reports: 990, GET, etc.
• Assist in preparing budget

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Role of the Secretary

• Job Description - Secretary
• Records all minutes of PTA meetings
• Include exact wording of motions and who made it
• Note all actions/not every word
• Responsible for keeping secure official, permanent PTA records, including original copies of all meeting minutes. 
• Maintains a copy of current bylaws, standing rules, and membership list
• Retains a copy of treasurer’s report with corresponding meeting minutes
• One of the required officers in a deliberate assembly (president is other)

Sample Meeting Minutes- General Meeting

Sample Meeting Minutes - Board Meeting

Local Unit Contact Form (click to download) or complete the Online Local Unit Contact Form

Hawaii Local Unit Standards of Affiliation

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NEW PTA Membership Campaign

Membership Reference Guide (available at www.ptakit.org)

Membership Dues Remittance Form

Membership Roster Remittance Form

Hawaii Local Unit Standards of Affiliation

Role of the Membership Chair

• Collecting & tracking membership dues
  
• Distributing membership cards
• Providing membership reports 
• Membership chair/committee are charged with developing recruitment & retention strategies.

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Growing Your Membership

• Without members, there is no PTA. Membership organizations need members
• The entire board should play an active role in implementing membership recruitment and retention strategies.

• More members = louder voice
  
• Don’t for get to ask
• Always remember to consider: WIIFM -What’s in it for me?
• Marketing opportunities: 

            -  Open house, meetings, sporting events, newsletters

• PTA Resources:

            -  NEW National PTA Membership Campaign
            -  National PTA website:  www.pta.org
            -  National PTA Local Leader Kit: www.ptakit.org

• Not your mama’s PTA – be current/relevant

Princess Nahienaena PTA receiving award for 10%+ increase in membership at Hawaii State PTSA Convention.. Photo courtesy of Kricia Morris Photography.