DUTIES OF EXECUTIVE COMMITTEE OFFICERS - 2022-23
COMMON RESPONSIBILITIES:
Officers of the PTSA are collectively known as the Executive Committee. Each member has individual areas of responsibility, but they share the following common duties:
- Elect the OG PTSA Executive Board
- Attend monthly Executive Board meetings and three General Membership meetings
- Attend the Florida PTA Leadership Conference if funding is available
- Serve as a ‘sounding board’ for new ideas from Orange Grove parents and staff
- Thoughtfully weigh and assist in making all major decisions relating to OG PTSA policy and programs
We are currently accepting applications for 2023-24 Executive Board positions! To tell us about your interests, please visit https://www.surveymonkey.com/
INDIVIDUAL OFFICER RESPONSIBILITIES:
PRESIDENT:
- Presides at all meetings of the association
- Determines meeting agendas with cooperation of the Secretary
- Communicates between the PTSA and the administration, staff, student body, parents and community
- Serves as a resource and support, along with the entire Executive Board, to all PTSA committees
- Only person authorized to sign contracts and/or make legal/financial commitments on behalf of the PTSA
- Maintains relationship with Hillsborough County Council of PTAs, Florida PTA, and National PTA to stay informed on issues and organization requirements
- Serves as an ex officio member, as requested, of all committees except the Nominating Committee
- Maintains a “Procedure Book” to be passed on to his/her successor
- Skills needed: good organizational and leadership abilities
VICE PRESIDENT - Membership & Programs:
- Presides over PTSA meetings if the President is unable to do so
- Organizes the programs for the general meetings in collaboration with school administration
- Supports Committee Chairs where needed throughout the year
- Ensures that the appropriate Grants & Scholarship and Awards & Recognition programs, including 5 Star, are in place
- Maintains a “Procedure Book” to be passed on to his/her successor.
- Skills needed: good organizational and leadership abilities
TREASURER:
- Maintains custody of all funds and financial records of the Association
- Maintains a full, accurate and timely account of all PTSA receipts and expenditures
- Makes disbursements only in accordance with the approved budget, as authorized by the general membership
- Presents up-to-date financial statements at every meeting of the Association
- Conducts an audit of the prior fiscal year’s accounting records before launching the new term
- Prepares all tax records of the organization during their term
- Maintains a “Procedure Book” to be passed on to his/her successor
- Skills needed: strong technical abilities in the areas of financial knowledge and computerized programs, sense of urgency
RECORDING SECRETARY:
- Records the minutes of all meetings of the Association (Executive Committee, Executive Board and General Membership)
- Disperses said minutes in a timely manner to the Executive Board for review and approval
- Maintains all essential (non-financial) records of the Association
- Keeps attendance records of Board and General Membership meetings. Prepares a sign-in sheet for use at all meetings.
- Assists in production of PTSA packet, which goes home the first week of school
- Maintains a “Procedure Book” to be passed on to his/her successor
- Skills needed: good listening skills, proficiency in and access to word processing
VP COMMUNICATIONS / WEB CHAIR:
- Prepares all communication directed by the Executive Board and Association
- Spearheads school external public relations with the media
- Oversees online communications including webpage, calendar, emails, and social media
- Responsible for contacting all officers, committee Chairpersons and general membership when meetings are planned
- Can assist or substitute in taking the meeting minutes for the Recording Secretary in his/her absence
- Communicates with all committees to obtain end-of-year reports and compiles/produces annual report
- With the help of the Recording Secretary, produces PTSA first day packet, which goes home the first week of school
- Maintain a “Procedure Book” to be passed on to his/her successor
- Skills needed: good writing ability, proficiency in word processing and email, sense of urgency
COMMITTEE & CHAIR RESPONSIBILITIES:
MEMBERSHIP CHAIR:
- Coordinates the annual membership campaign
- Collects dues and budget contributions and submits to Treasurer for deposit
- Prepares and distributes PTA membership cards as per membership dues received
- Records and sends the proper data to the County and State offices by the deadline dates, as needed
- Applies for applicable membership awards
- Maintain a “Procedure Book” to be passed on to his/her successor
- Skills needed: good organizational and database skills
BUSINESS SPONSORSHIP & DEVELOPMENT CHAIR (Ways & Means):
- Oversees the fundraising efforts needed to meet the PTSA budget
- Reviews previous years’ fundraising successes and failures, reviews present companies that PTSA is dealing with and presents proposed fundraising projects to the board
- Serves as the first line of reporting for all areas of Fundraising and Business Partnerships
- Maintain a “Procedure Book” to be passed on to his/her successor
- Skills needed: good organizational skills, strong fundraising skills
REFLECTIONS CHAIR:
- Recruit students to be involved / apply for National PTA’s Reflections program
- Oversee implementation and planning of Reflections program within OGMM
- Communicate with local and national (if needed) PTA Reflections leaders online and in-person about opportunities and program
- Collect and organize artwork for judging, assist with any online submissions
- Celebrate and recognize program participants
- Maintain a “Procedure Book” to be passed on to his/her successor
TEACHER APPRECIATION / HOSPITALITY CHAIR(S):
- Recruit committee & communicate with administration for ideas on how to best support our faculty
- Oversee teacher appreciation week activities
- Assist teachers with Teacher Grant Program as needed
- Monthly “Birthday Recognition” and teacher reach out program
- Maintain budget for Teacher Appreciation events
- Solicit donors as needed for faculty recognition programs
8th GRADE BANQUET COMMITTEE CHAIR(S):
- Recruit additional volunteers as needed for program / event support (sign up genius, etc)
- Obtain approval from Principal for event date
- Communicate event details to 8th graders and 8th grade families
- Organize food, decor, volunteers, programming for the 8th grade banquet
- Responsible for maintaining budget for event
- Maintain a “Procedure Book” to be passed on to his/her successor
SCHOOL DANCE / FALL FUNDRAISER COMMITTEE CHAIR(S):
- Recruit additional volunteers for dances or fall fundraiser as needed
- Determine event dates and obtain approval from Principal for event dates
- Communicate event details to parent and student population
- Distribute permission slips to students
- Responsible for income and expense budget for event
GRANTS COMMITTEE CHAIR:
- Establish a Teacher Grants Committee of at least 3 persons
- Communicate Teacher Grants Program to OG Administration and Staff
- Review Grant applications with committee for approvals (after approved by Principal)
- Research available grants, PTA and otherwise
- Gather information needed for grant requests
- Write and submit grants
- Partner with President & membership chair on PTA awards & recognition opportunities
STUDENT INVOLVEMENT/ STUDENT REPRESENTATIVE CHAIR (OG Student):
- Liaison with student PTSA representatives on new initiatives and ideas through consistent communication
- Mentor student membership on parliamentary procedure and meeting etiquette
- Assist in implementation of student-driven initiatives
- Maintain student PTSA membership and volunteer roster
- Maintains a “Procedure Book” to be passed on to his/her successor
LION BASH COMMITTEE CHAIR(S):
- Recruit additional volunteers for Lion Bash planning
- Coordinate on-campus details / plans with school administration
- Communicate event details to student, OG staff, and parent population
- Responsible for income and expense budget for event
- Plan Lion Bash stations and ensure volunteer help leading up to and the day of the event
- Ensure clean up efforts
- Maintain a “Procedure Book” to be passed on to his/her successor
NIGHT OF STARS COMMITTEE CHAIR(S):
- Recruit additional volunteers for Night of Stars planning
- Coordinate on-campus details / plans with school administration
- Communicate event details to student, OG staff, and parent population
- Responsible for donations and income budget for silent auction
- Lead team in soliciting donations for successful auction items
- Plan Auction and ensure volunteer help leading up to and the day of the event
- Ensure clean-up efforts
- Maintain a “Procedure Book” to be passed on to his/her successor
SPIRIT STORE / OG MERCHANDISE CHAIR(S)
- Maintain OG branded items to sell at events, online and through order forms
- Ensure all merchandise is approved by school administration
- Responsible for income and expense budget
- Coordinate convenient point-of-sale options for in person, order-form, and online merchandise sales
- Solicit new product ideas and designs
- Order items when necessary
- Maintain a “Procedure Book” to be passed on to his/her successor