Executive Board Job Descriptions

PTC PRESIDENT JOB DESCRIPTION

The PTC President presides over the business of the Parent Teacher Council and the PTC Executive Board. The PTC President serves as a liaison between the principal, teachers and parents and also serves as liaison between the PTC, school and the School District. The President shall work closely with the Principal to assure that the mission statement and strategic plan of Cossitt and the mission statement of the PTC are reflected in all PTC activities. The President shall complete all duties set forth in the PTC by-laws and policies and as set forth herein.

The PTC President shall serve a one-year term. As a member of the PTC Executive Board, the President shall:

  • Organize and conduct all PTC Executive Board Meetings
  • Attend PTC Roundtable and other meetings as called by the School Superintendent
  • Be responsible for setting the PTC budget with the PTC Treasurer, First Vice-President and Principal, and presenting the budget to the Executive Board and the PTC for approval. The President also is responsible for presenting the budget to the District 102. The Budget process is set forth in the PTC Policies.
  • The President is the responsible agent to oversee that the approved and published budget is followed as closely as possible
  • The President is responsible for organizing and conducting all PTC regular meetings and special meetings, if needed
  • The President is an ex-officio member of each PTC committee and is responsible for overseeing the activities of all PTC committees and for obtaining reports from the PTC Vice-Presidents on the activities of the committees that the Vice-Presidents are directly responsible to oversee.
  • The President shall coordinate the end-year reports and budget requests from all committee chairs. The President shall set up new PTC committees as necessary.
  • Assure that the PTC complies with all applicable not-for-profit laws, maintains its tax-exempt status, and complies with all applicable District 102 policies. District 102 Roundtable policies, and the mission statements and objectives of Cossitt School and the Cossitt PTC
  • Schedule and conduct committee meetings at the beginning of every school year.
  • Organize the nominating committee which presents the slate of officers to the general PTC in accordance with PTC by-laws
  • Attend Kindergarten Registration and Parent Information Night and other parent events to represent the PTC.
  • Thank volunteers throughout the year on behalf of the PTC.

 FIRST VICE-PRESIDENT JOB DESCRIPTION

The First Vice-President shall serve as a member of the PTC Executive Board for a one-year term and then serve as President the following year for a one-year term. She/he shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Attend PTC Executive Board, general membership and special PTC meetings and preside over such meetings in the absence of the President.
  • Responsible for PTC parent communications including the email Friday Folder, email blasts, and handouts.  As Editor of Friday Folder the First Vice-President collects and reviews submissions by PTC officers.  This position maintains the electronic Friday Folder to keep it up to date and meeting the needs of the Cossitt families, school administration and the PTC.
  • Serve on the committee responsible for setting the PTC budget and calendar, and presenting the budget to the Executive Board and the PTC for approval.
  • Assist the PTC President as needed or as requested to conduct the business of the PTC.
  • Oversee PTC committees that report directly to the First Vice-President and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.

ADMINISTRATIVE VICE-PRESIDENT JOB DESCRIPTION

The Administrative Vice-President shall serve as a member of the PTC Executive Board for a two-year term. She/he shall perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Oversee PTC committees that report directly to the Administrative Vice-President and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.
  • Manage annual PTC dues collection.
  • Coordinate the preparation and distribution of the yearly school directory in September/October.
  • Prepare online volunteer sign-ups for committee chairs to then manage.
  • Coordinate PTC committee chair and committee membership recruitment in spring and fall.
  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

ENRICHMENT VICE-PRESIDENT JOB DESCRIPTION

The Enrichment Vice-President shall serve as a member of the PTC Executive Board for a two-year term. She/he shall perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Oversee PTC committees that report directly to the Enrichment Vice-President and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.
  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

SOCIAL VICE-PRESIDENT JOB DESCRIPTION

The Social Vice-President shall serve as a member of the PTC Executive Board for a two-year term. She/he shall perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Oversee PTC committees that report directly to the Social Vice-President and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.
  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

FUNDRAISING VICE-PRESIDENT JOB DESCRIPTION

The Fundraising Vice-President shall serve as a member of the PTC Executive Board for a two-year term. She/he shall perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Oversee PTC committees that report directly to the Fundraising Vice-President and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.
  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

SECRETARY JOB DESCRIPTION

The Secretary shall serve as a member of the PTC Executive Board for a two-year term. She/he shall perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Prepare minutes at Executive Board, general membership and special PTC meetings.
  • Organize gifts/luncheons for recognition of teachers and staff for Teacher/Staff Appreciation Week and for other circumstances such as retirements, condolences, congratulatory, etc., in accordance with PTC by-laws and gift giving policies.
  • Organize holiday gifts for office staff and crossing guards.
  • Oversee PTC committees that report directly to the Secretary and serve as a conduit of information on items such as committee activities, PTC policies, budget, and communications.
  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

TREASURER JOB DESCRIPTION

The Treasurer shall serve as a member of the PTC Executive Board for a one-year tern, following a term as Assistant Treasurer. She/he shall and perform duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Attend PTC Executive Board, general membership and special PTC meetings.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.
  • Serve as chief financial officer of the PTC and oversee all financial matters and records of the PTC.
  • Serve on the committee responsible for setting the PTC budget with the PTC President and Principal and presenting the budget to the Executive Board and the PTC for approval.
  • Work with the President to prepare the budget in the form required for the District 102.
  • Maintain all bank records of all funds and accounts of the PTC, and reconcile the same.
  • Make all necessary deposits of funds on behalf of the PTC.
  • Write necessary checks to pay for expenditures of the PTC, including reimbursements to parents, when there are receipts verifying expenses.
  • With the help of the President and First Vice-President, issues checks to the sellers of the Clothing Sale.
  • Provide tax-exempt letters to those requiring it, and complete any necessary forms to maintain tax-exempt status.
  • Work with the members of the Clothing Sale Committee and other committees as is necessary to assure proper accounting and financial procedures are used when funds are received on behalf of the PTC.
  • Work with the President or First Vice-President to develop and update any necessary financial and accounting policies for the PTC and its committees.
  • Prepare the financial records for audit by an audit committee prior to the close of the fiscal year.
  • Make recommendations on upgrading or changing any computer software related to maintaining the finances of the PTC.
  • Prepare a monthly report for the PTC meetings on the income and expenses of the PTC.
  • Prepare a year-end report of finances as required by the PTC by-laws.
  • Track income and expenses of each committee to assure that they are operating within budget.

ASSISTANT TREASURER JOB DESCRIPTION

The Assistant Treasurer shall serve as a member of the PTC Executive Board for a one-year term and then serve as Treasurer the following year for a one-year term. She/he shall and perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time, including:

  • Assist the PTC Treasurer as needed or as requested to conduct the business of the PTC.
  • Attend PTC Executive Board, general membership and special PTC meetings.

 

Revised April 2019