PART 3: DUTIES OF OFFICERS REFERENCE 

 

 

DUTIES OF THE PRESIDENT 

 

Refer to Bylaws Article VII Section 1 

The president is elected by the local unit members to direct the af airs of the association in cooperation with the other members of the Executive Committee and to represent its members. 

∙ Serves for a term of office specified in the local unit bylaws. 

∙ Knows and follows the bylaws of the association. 

∙ Cooperates with the other members of the Executive Committee and Board of Directors. 

∙ Appoints chairpersons and standing committees according to bylaws. ∙ Develops and updates a procedure book. 

∙ Consults with the school principal on all matters relating to the school. ∙ Invites teachers to participate as active members and chairpersons. 

∙ Presides at all meetings of the general membership, Board of Directors and Executive Committee. 

∙ Expedites meetings by: preparing an agenda, opening and closing meetings on 

time, and by working with officers and chairpersons before the meeting to learn who has reports or additions to the agenda. 

∙ Attends or is representative to council meetings, district meetings, workshops, 

PTA conventions, leadership conferences, and other related meetings. 

∙ Ensures that all required reports and forms are completed and returned to the 

state office by the designated deadline. 

∙ Is an ex-officio member of all committees, except the nominating and audit 

committee. 

 

As Administrative Officer, the President: 

∙ Studies information and material received from state and National PTA.

∙ Studies bylaws and material passed on from predecessor. 

∙ Holds meetings of the Executive Committee and Board of Directors to discuss 

the plans and business of the association. 

∙ Consults with officers and committee chairperson before each meeting to see 

that all details of the meeting are 

planned and ready. 

∙ Distributes materials promptly to officers and committee chairperson. 

∙ Calls upon each chairperson to prepare a plan of work. These plans should be 

approved by the Board of Directors before the first regular association meeting. 

∙ Signs all contracts on behalf of the association. 

∙ Delegates certain administrative duties to the vice president(s). ∙ Serves ex-officio on all committees, except the nominating and audit committee. ∙ Attends training offered by council, district, and state PTA. 

∙ Attends all meetings called by the council or sends a duly appointed alternate. 

Keeps a procedure book for successor.

 

DUTIES OF THE PRESIDENT-ELECT
and VICE PRESIDENT 

 

Refer to Bylaws Article VII, Section 2 

 

PRESIDENT ELECT (If applicable) 

The president elect shall work under and in cooperation with the president and fulfill such other duties as may be assigned by the president. 

∙ Perform the duties of the president in the president’s absence or inability to act. 

∙ Perform such other duties as may be provided for in the bylaws, prescribed by 

the parliamentary authority, or directed by the Board of Directors or Executive Committee. 

∙ Please note that most local units do not have a President Elect. This office is 

helpful at the national and state PTA level; however, the office of President Elect may not be a practical nor advisable position for local unit and council PTAs. 

VICE PRESIDENT 

The vice president may be called upon at any time to assume temporarily the place of the president. The vice president should make a thorough study of the president’s duties and responsibilities and be familiar with the work of the association. A strong vice president can and should be the president’s “right hand”, acting as an aide and assuming assigned responsibilities. 

 

The Vice President: 

∙ Presides at meetings in the absence of the president/president elect or upon their inability to serve. 

∙ Performs the duties of the president in the absence of the president and the 

president elect or upon their inability to act. 

∙ Acts as an assistant to the president and assumes responsibility for duties assigned by the president. 

∙ Performs any other specific duties that may be provided for in the bylaws. ∙ Represents the president upon request. 

∙ Attends all training opportunities offered by the council, district and Georgia 

PTA. 

 

When local units have more than one vice president, they often designate specific duties for each vice president such as vice president for education or vice president of legislation. Vice presidents can serve as program chairperson, coordinators for major projects that involve several committees and as a liaison to outside groups that may desire a connection with a local unit. In the case of multiple vice presidents, it is helpful if each vice president is assigned oversight of committees that have connecting areas of responsibility. Vice presidents can be helpful in strengthening communication within the Board of Directors as well as within the general membership and other entities in the school community and system.

DUTIES OF THE SECRETARY 

 

Refer to Bylaws Article VII, Section 3 

The secretary is responsible for keeping an accurate record of the proceedings of the association, Board of Directors and Executive Committee meetings. These records will be the history of the PTA. Promptness, accuracy and knowledge of PTA Purposes and policies are very important to the job. 

 

∙ Records accurately all business transacted at each meeting of the association 

(general, Board of Directors, and Executive Committee) and presents the minutes for approval at the next meeting of the same body. 

∙ Submits online the names and addresses of all incoming officers to state, district 

and council PTA by no later than May 1 and incoming chairpersons by the last business day in August. 

  ∙ Maintains membership list.

∙ Sends correspondence for the PTA and maintains a correspondence file. 

∙ Calls the meeting to order in the absence of the president and vice president and 

presides until a temporary chair is elected. 

∙ Sends out notices of meetings. 

∙ Assists in determining a quorum. 

∙ Counts a rising vote. 

∙ Is an emergency signature at the bank. 

∙ Prepares in advance of each meeting (in consultation with the president) an 

agenda showing the order in which business should come before the body. 

∙ Serves as custodian for all records except for those specifically assigned to other individuals. 

∙ Has on hand for reference at each meeting: 

1. Minutes of previous meetings 
2. Copies of previous treasurer’s reports 
3. An agenda (include unfinished business) 
4. Current copy of Local Unit Bylaws 
5. Copy of Robert’s Rules of Order (newly revised) 
6. Current membership list 
7. List of committee chairpersons and committee members 
8. Materials for note/minute taking 
9. Ballots, in case a vote is taken by ballot 
10. Motion blanks 

DUTIES OF THE TREASURER 

 

Refer to Bylaws Article VII, Section 4 

The Treasurer is the legally responsible, authorized custodian of the PTA funds. The Treasurer is responsible for the financial 

management of the PTA. The Treasurer receives and disburses all monies in accordance with the local unit bylaws and the 

approved budget.

 

∙ Makes sure the books have been audited as soon as possible after the end of the 

school year before accepting them. 

∙ Has an annual audit conducted immediately following the end of their term of 

office. This may or may not be the same as the end of the fiscal year. 

∙ Gives a Treasurer’s report at every Executive Committee, Board of Directors and general meeting. 

∙ Makes sure new signature cards are on file with the bank immediately upon taking office 

∙ The treasurer and president should both sign each check as provided in the 

bylaws. The secretary’s signature should be on file with the bank to sign checks only in an emergency in place of either the treasurer or president. 

∙ Ensures all checks have two signatures. This is required by your bylaws. 

∙ Serves on the Budget Committee and develops a budget for the upcoming PTA year. 

∙ Makes sure the PTA has insurance bonding for the treasurer and officers of the organization. 

∙ Georgia PTA strongly encourages each PTA unit to have fidelity bond coverage 

for PTA funds, as well as general liability, directors’ and officers’ liability and property coverage, to protect the officers and unit. See Financial Management section of the Leadership Resouce Guide for more information. You also may contact the state office for information. 

∙ Keeps an accurate and detailed account, in the treasurer’s transaction ledger, of 

all monies received and paid out. Uses Check Request Form in the Leadership Resource Guide. 

∙ Keeps records up to date. Always obtains a receipt for every purchase or other payment made by the PTA.

∙ Counts money with the person presenting it and issues a receipt promptly. 

Treasurer is always the third counter. Uses Cash Verification Form in the Leadership Resource Guide. 

∙ Always deposits all monies in the PTA bank account on the day received. Never 

leaves money in the school or at someone's home. Utilize night depository facilities of the bank. 

∙ Preserves all check requests, receipts, paid bills, bank statements, and canceled checks for annual audit. 

∙ Reconciles the bank statement every month as soon as it is received, once 

reconciled has the statement reviewed, signed and dated by another PTA member not related to the treasurer or any other authorized check signee. 

∙ Reviews the bank statement with the president on a monthly basis. ∙ Pays all authorized bills by check for items in the budget. 

∙ Never issues a check for an unspecified amount (i.e., blank check). 

∙ Never issues a check made payable to “cash,” and never pays with cash. Checks 

provide a record of transactions. 

∙ Always registers every check in the checkbook at the time it is written. Record 

on the check and the check stub the reason that the check was written. 

∙ Keeps PTA funds separate from school funds. Never deposit any PTA money in 

anyone’s personal account or the school’s accounts. 

∙ Writes checks only for items in the approved budget. Any changes in the budget, 

or expenditures not included in the budget, must have the approval of the general membership. 

∙ Determine the gross receipts for the previous fiscal year and file the appropriate federal tax form(s) with the IRS, and submits a 990 Filing confirmation to the Georgia PTA. Uses 990 Filing Confirmation Form in the Leadership Resource Guide.