President/Executive Vice President

Board: Yes

Summary:

The PTA President or Co-presidents serve as the leaders of the PTA. They are elected by the unit members to direct the affairs of the association in cooperation with the other members of the Executive Board.

Their tasks include the following:

• Lead the Executive Board in developing yearly goals and working toward their achievement.
• Work with the Principal and Assistant Principal to make the PTA a useful and effective organization on campus.
• Help recruit committee chairpersons with the help of the Volunteer Coordinator (VP5) and ensure that their tasks are accomplished throughout the year.
• Oversee the work of the PTA Lunch Program team. Help with any audits or inspections.
• Make the following appointments:
  • Parliamentarian
  • PTA representative to the District Safety Committee (Health & Safety Chairperson)
• Ensure that all notebooks and materials are passed from retiring Board and committee members to new volunteers.
• Welcome teacher representative to Board and explain how he or she can be a useful link between the teachers and the PTA.
• Help PTA Secretary establish a yearly calendar for Board and General Membership meetings for the school year.
• Prepare agendas for Board meetings and distribute them to the Board and Webmaster one week prior to each meeting.
• If desired, plan and publicize discussion topics for General Membership meetings with help of Parent Ed Chairperson and publicize. Post General Membership meeting agendas in Volunteer Office and on the PTA website.
• Preside over PTA Board and General Membership meetings.
• Review meeting minutes for accuracy.
• Work with Administration and committee heads, Corte Madera Rec. Dept, and Ron Patrick to select dates for various PTA events, including: BTS Hoedown, Holiday Store, Kindergarten Registration, Variety Show, Musical Theater performances, Spellathon, etc. Reserve Gym if necessary.
• Work with PTA Treasurer to develop yearly budget. Review financial reports monthly and audit reports twice a year. Co-sign checks written on PTA bank account as needed.
• Communicate with school community by writing articles for weekly Pink Section as needed and speaking on behalf of the PTA at events such as the New Parent Welcome, Back-to-School Nights, Head Room Parent meeting, and Kindergarten Registration.
• Assist Volunteer Coordinator with Sign-Up Fair, Historian with Volunteer Appreciation Breakfast, and Staff Appreciation Committee Head with the two luncheons. Coordinate recognition of volunteers at Volunteer Appreciation Breakfast including recipient of Honorary Service Award.
• Review and sign contracts (lunch program) on behalf of PTA. (PTA President/Co-President is the only PTA-authorized signatory for contracts.)
• Ensure that all PTA activities are covered by the California State PTA insurance plan.
• Check PTA mailboxes (one in Staff mail room and one in Volunteer Office) regularly. File, recycle, or forward mail as required.
• Periodically update amd review the PTA website.
• Review School Board materieals and attend LSD meetings as needed.
• Attend District PTA meetings if desired. Ensure that PTA unit meets all District PTA deadlines, including insurance and membership due dates.
• Distribute information about State PTA initiatives to PTA Executive Board and members as appropriate.
• Maintain Presidents' notebook.
• Coordinate dissemination of PTA survey, if desired.
• Respond to any correspondence for Neil Cummins community in a timely fashion.

Calendar of Responsibilities:
See below

Other Tips
In general the Co-presidents should be appreciative and supportive of the many dedicated PTA volunteers.  Requests or questions of many varieties will be presented to the Co-presidents, since their contact information is made public.  It is important to deal with these requests in a friendly and responsive manner.

The Co-president system works best when the two volunteers communicate frequently with each other in person, by phone and/or by email.  The Co-presidents can divide the President's job in a variety of ways, depending on each person’s interest and schedule.  In 2007-2008 the jobs were split as follows:

Julia Antonia Ritter:  Oversee VP1 (Health and Safety/Campus Improvement), VP 2 (Operations), VP4 (Fundraising), Auditor, and Lunch Program.  Prepare meeting agendas, review School Board packet, write half Co-president Pink articles, enforce Pink and Green policies, schedule gym and music room, assist VP5 with committee head appointments, and preside over meetings (alternate with CG).

Catherine Guthrie: Oversee VP3 (Enrichment/Outreach),VP5 (Volunteer/Membership), Historian, Financial Secretary, and Lunch Program.  Write half Co-president Pink articles, assist with committee head appointments, maintain committee list and goals, and preside over meetings (alternate with JR).

Administrators Worked With
The Co-presidents work closely with the Principal and Assistant Principal.  Sometimes they need to solicit the Superintendent’s input as well.  It is important to make sure the administration is supportive of PTA initiatives before proceeding.  (It is also helpful to review any requests from staff with the Administration prior to taking action or making commitments.)   

Helpful Tools
Cell phones, email (important to check at least daily), and printer. 

Supporting Documentation
Please refer to Co-president’s binder and attached calendar.

Laura Anderson and Catherine Guthrie
Co-presidents 2007-2008

Calendar of Responsibilities:

May

• Prepare and post Agendas - Board & General Membership (Outgoing)
• Conduct meetings - Board & General Membership (Outgoing)
• Pink Articles/Thank-yous (Outgoing)
• Staff Appreciation Lunch and Flower Day (Outgoing)
• Volunteer Appreciation Breakfast/Last General Membership Meeting (Outgoing)
• Recognize:
  • Room Parents
  • Executive Board Members / Outgoing Board members
  • Committee heads
  • Honorary Service Award
  • Conduct Election and Swear in new Board members
• Fill committee positions, especially: (Incoming)
  • Lunch Co-Chairs
  • Wrapping Paper Sale
  • Room Parent Coordinator
  • Health & Safety/Emergency Phone Tree
  • Pink and Community Page Compiler(s)
  • Backpack Mail & Pink Photocopy
  • Back-to-School Picnic
  • Drama Coordinator
• Participate in Gym scheduling meeting. Notify committee heads of event dates. (Incoming)
• VP5 should begin to gather VP input for Fall Volunteer Coupon Book. (Incoming)
• Send list of new officers and Audit Reports to 16th District by May 15. (Outgoing)

June

• Prepare Agenda - Current Board (Outgoing)
• Prepare Agenda - Board-elect (Incoming)
• Conduct meeting - Current Board (Outgoing)
• Conduct meeting- Board-elect (Incoming)
• Pass materials to new Board members (make sure notebooks are up-to-date) (Incoming)
  • Election, if needed, for any unfilled Board positions
  • Swearing in, if needed, for any newly elected officers
  • Appoint Parliamentarian and ratify appointment; swear-in Parliamentarian
  • Motion authorizing payment of summer bills
  • Board-elect: summer tasks, think about goals, meeting calendar
  • All VPs should identify selves to committee heads
• Pink Articles/Thank-yous (Outgoing)
• Schedule: New Parent Welcome, District Breakfast, Garden and Clean-up Days
• New Parent Welcome, District Breakfast, Garden and Clean-up Days (Incoming)
• Committee head should invite speakers to New Parent Welcome, and arrange to get labels and letterhead and envelopes before school ends (Incoming)
• Committee head should plan District Breakfast with Hall PTA (Incoming)
• Divide Co-president duties (Incoming)

July

• Arrange for Membership chair to have form in New Parent Welcome mailing (also for Sign Up Fair and second week of school backpack mail).
• (Perhaps include "top 10 reasons to join" and "top myths about membership.")
• Committee head should buy stamps and send New Parent Welcome invitations
• Prepare presentation for New Parent Welcome; prepare and copy handout
• Treasurer should update bank signature card
• Work with Treasurer to prepare budget
• Provide input for District Summer Mailing (eg. clean-up days, Sign Up Fair)
• Review/Revise bylaws

August

• Prepare Agendas – Board and General Membership Meetings
  Conduct Executive Board Meeting:
  
  • goals
• budget
• Binders with Board Basics, Roster, Calendar
• Back-to-School Night speakers
• Audit due (January – July) – present to Board
• Check with appropriate VP
• Welcome Coffee
• Head Room Parent Meeting
• Back-to-School Hoedown
• Parent Ed Speaker Series
• Outdoor Ed Fundraiser
• Coupon Book
• Absentee Line
• First Pink Section
• Backpack Mail (team for first day’s Backpack Mail; post Backpack Mail quantities)
  
• Approve Lunch Vendor contracts at first GM meeting
  
• Pink Article – 1st Pink/Thank-yous
  
• District Breakfast
  
• New Parent Welcome
  
• Work with PTA Lunch Program team to finalize first session lunch menu and pricing
  
• Help organize school clean-up days, if necessary
  
• Send letter to teacher rep re: his/her role
  
• Review and update www.nc-pta.org website (and periodically)
  
• Work with membership committee to identify campaign goals and initiatives

September

• Pink Articles/Thank-yous; coordinate write-ups of new staff members for Pink
  
• General Membership meeting: approve budget; present Audit
  
• Notify committee heads of budget (where appropriate)
  
• Communicate budget to non-PTA entities (Music Program, Science Night, TV-Free Week, etc.)
  
• Have Treasurer notify Becky in District Office of budget items for which District can bill us
  
• Distribute teacher and specialist welcome letter with PTA $ allocation via email
  
• Welcome Coffee
  
• Back-to-School Night – PTA speaker
  
• Room Parent Meeting
  
• Outdoor Ed Fundraiser begins
  
• Membership Drive – don’t forget to send letters to teachers!

October

• Prepare Agendas - Board & General Membership (post)
• Conduct meetings - Board & General Membership
• Pink Articles/Thank-yous
• Emergency Phone Tree should be completed
• Back-to-School Picnic
• Outdoor Ed Fundraiser ends
  
• Schedule Staff Holiday luncheon
  
• Work with Lunch Team to finalize second session menu
  
• VP2 facilitates streamlining backpack mail utilizing CMLSF database
  
• Determine which project, if any, to use as designee of Spellathon funds

November

• Prepare Agendas –Board & General Membership (post)
  
• Conduct meetings - Board & General Membership
  
• Pink Articles/Thank-yous
  
• Distribute second session menus

December

• Pink Articles/Thank-yous
  
• Conduct meetings – Board and General Membership
  
• Holiday Store
  
• Staff Holiday Party
  
• Evaluate budget and determine if teachers should receive add’l money
  
• Begin planning Feb. Kindergarten Registration

January

• Prepare Agendas – Board & General Membership (post)
  
• Conduct meetings - Board & General Membership
  
• Pink Articles/Thank-yous
  
• If applicable, distribute additional money to teachers
  
• Spellathon
  
• Membership dues, insurance premium & workers’ comp report due
  
• Form nominating committee; think about key committee positions (lunch)
  
• Plan HRP/Committee Head lunch (Assign to VP if desired)

February

• Prepare Agendas – Board & General Membership (post)
  
• Conduct meetings - Board & General Membership
  
• Audit due (July – December) – present to Board
  
• Pink Articles/Thank-yous
  
• Kindergarten Registration – Plan speech and prepare handout
  
• HRP/Committee Head lunch
  
• Identify volunteer to develop PTA/Foundation Survey, if applicable
  
• Finalize third session lunch menu and distribute by end of month

March

• Prepare Agendas – Board & General Membership (post)
  
• Conduct meetings - Board & General Membership
  
• Present Audit to General Membership
  
• Pink Articles/Thank-yous
  
• Nominating Committee presents slate of officers to GM
  
• Schedule Staff Appreciation luncheon, Flower Day
  
• Secure Outdoor Ed Fundraiser dates and sign contract
  
• Call for Honorary Service Award nominations from Board in April
  
• Help Green Team plan Earth Day Fair

April

• Prepare Agendas – Board & General Membership (post)
  
• Conduct meetings - Executive Board & General Membership
  
• Elect next year’s Board at GM meeting
  
• Pink Articles/Thank-yous
  
• Board votes on Honorary Service Award nominations
  
• Work with Historian to plan volunteer appreciation breakfast and gifts
  
  
  Questions? Email us at president@nc-pta.org