Board of Directors Roles and Responsibilities

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President
Secretary
Treasurer
VP Ways and Means
VP Communications 
VP Volunteers 
VP FACE
VP Student Programs
VP Sustainability

If you are interested in more information about any of these positions, please email [email protected]

President
  • The President shall be the presiding officer and the official spokesperson of the Timberline Middle PTSA, following standards of conduct
  • communicate regularly with officers and chairs and be available to members, preside over all board and membership meetings, and automatically serve as an ex-officio member of all committees (except the nominating committee)
  • official signer on all PTSA bank accounts
  • attend monthly council meetings and the annual WSPTA Convention and keep updated on all Standards of Affiliation
  • appoint a financial review committee to perform twice-annual reviews of all books and records
  • stand as lead on budget committee, PTSA awards committee, and internal grants committee
  • work directly with Hospitality Chair and Membership Chair to set and attain goals and plans of action
  • work with all volunteers, committees, and school to set and attain annual goals and plans of action
  • have a positive relationship with the council, AVP, and neighboring school PTSAs
  • have a positive relationship with the Timberline principal and staff; schedule and attend monthly Presidents and Principals Meetings
  • work to update standing rules, budget, organizational chart, job descriptions, the Board Conduct Policy, the Contract/Collaboration Policy, and the annual calendar each year
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
Secretary
  • The Secretary shall take minutes for all board and membership meetings, plan and distribute the monthly meeting agenda, issue notices of meetings, handle correspondence, and keep roster of committees
  • take attendance at meetings to determine if a quorum is present and keep record of attendance
  • receive and review all monthly bank statements; sign and date with comments and turn over to treasurer
  • maintain a current roster of all officers and board members and work with the membership chair to have a current membership list available for membership meetings
  • maintain copies of all minutes, correspondence, committee reports, newsletters, meeting notices, and other such documents in the official files of the local PTSA
  • collect and organize all compliance documents; apply for annual standards/compliance PTSA awards
  • work with Treasurer to keep all official PTSA records and documents, one shall be hard copy, the second stored under File Storage Policy guidelines
  • update File Storage Policy annually
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
Treasurer
  • The Treasurer shall assure all PTSA funds are promptly deposited into established bank accounts
  • assure that appropriate and adequate insurance is purchased for the PTSA
  • keep an accurate and detailed account of all funds received and disbursed
  • pay all authorized financial obligations of the PTSA, including membership dues and fees owed to a council
  • prepare and file the appropriate IRS informational forms (990-N, 990-EZ or 990), state sales tax forms, annual incorporation renewal report, Charitable Solicitations report, business license, city/county licenses
  • preserve all receipts, invoices, bank statements, cancelled checks, and other financial records as specified in the records retention timetable
  • submit a detailed, written monthly financial report at all board and general meetings and submit written reports by mail or email to the board during months when no meetings are held
  • develop and present, with the support of the budget committee, the budget for the following year
  • submit an annual report at the end of the fiscal year (June 30)
  • prior to delivering books to new treasurer, submit current year’s records to a financial review committee
  • keep an accurate record of all PTSA owned property
  • work with internal grants committee to pay all approved grants and follow up to ensure usage by June 30
  • work with Secretary to keep all official PTSA records and documents, one shall be hard copy, the second stored under File Storage Policy guidelines
  • update Funds Handling Policy annually
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Ways and Means
  • The VP Ways and Means shall be responsible for the means to raise PTSA funds and the ways the funds are distributed to the community
  • oversee and support the committees of external grants, affinity programs, Pass the Hat program, and any other fundraising events and committees that serve this purpose
  • attend TMS events to promote our fundraising efforts throughout the year
  • responsible for working with treasurer to track all donations and send out thank you letters to donors accordingly and in a timely manner
  • work to procure and create the annual gift basket for the LWSF annual scholarship fundraising program
  • work directly with the TMS Help/Pantry Packs coordinator to ensure funding and promote events
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Communications
  • The VP Communications shall be responsible for the dissemination of information to the board, school staff, students, and families of the TMS PTSA community
  • oversee and support the volunteers managing the weekly newsletter, website, social media, online calendars, and other committees or volunteers who serve this purpose
  • keep record of all logins and passwords for all online PTSA activity across all committees
  • work to create an annual summer mailer to update students and families on the upcoming school year information
  • create and centralize all forms used across all committees
  • work to create a cohesive Style Guide for all PTSA communications to ensure a regulated appearance and ensure the proper branding on all PTSA items and communications
  • update the Social Media Policy and the Login/Password Policy annually
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Volunteers
  • The VP Volunteers shall be responsible for reaching out to all families to create a list of interested volunteers and their availability
  • maintain list of interested volunteers and use that information to connect volunteers to events and committees when needed
  • create and manage all volunteer sign-ups across all committees
  • attend events and manage all volunteers as needed
  • oversee and support volunteers managing Hospitality including staff appreciation events and ASB events
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Family and Community Engagement
  • The VP FACE shall be responsible for efforts, events and programs that welcome and build the Timberline community and offer opportunity for parents and families to engage with the school and each other
  • oversee and support the volunteers involved with the needs of our diverse community: special needs, language liaisons, community engagement events, and other committees that serve this purpose
  • create a calendar of events including speakers, panels, round tables, and events that allow all members of the community to attend
  • work directly with the Advocacy Chair to ensure involvement and awareness of all council and state advocacy programs
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Student Programs
  • The VP Student Programs shall be responsible for researching and creating appropriate student programs that include all students and enrich the educational environment and expand educational opportunities
  • oversee and support the volunteers involved with enrichment programs, service learning, student PTSA clubs, and national PTSA programs
  • create an annual calendar of programs and events and work with school to ensure a broad range of opportunities are available between PTSA and ASB
  • update the Student Programs Policy annually
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings
VP Sustainability
  • The VP Sustainability shall work with the appropriate chairs to support the Green Team student program, the environmental compliance coordinator, the beautification chair, and the e-prep chair to ensure the success of all programs
  • create an annual calendar of events and programs to encourage sustainability across all PTSA, school, and ASB events and programs
  • work with the council, district, and surrounding schools to ensure TMS is practicing proper and up-to-date sustainability programs
  • update Sustainability Practices Policy annually
  • required to attend one approved WSPTA Training class annually and attend all TMS PTSA board and membership meetings