OFFICERS DUTIES

PTA Training is essencial to keep up to date on procedure changes, running a successful non-profit association and networking. Arizona PTA conducts leadership training from July-November in all regions of Arizona. Also, in June of every year we host our annual PTA Convention, where training is available as well as an exhibit hall with over 50 vendors on fundraising, programs, and products that support your PTA/PTSA. Keep posted on updates on the news  and events page. Arizona PTA's board is always available to assist, give us a call or email us. 

 

President

     Your first task is to contact Arizona PTA by filing a new officers list

     Talk with the outgoing president and offices

      Introduce yourself to the school staff

      Review past procedure books

      Make sure financial review or audit is completed

      File all IRS and Arizona Dept of Revenue tax documents by Nov 15

      Change signers on bank account

      Run effective meetings

Vice President

      President's aide

      Duties designated by the president  

      Represent president in absence

Secretary

      Recording of minutes

      Keep records/maintaining copies of all records

      Have on hand at all meetings:

              Previous meeting minutes

              Previous treasurer's report

              List of unfinished business

              Copy of bylaws and standing rules

              Agenda

              Membership List

              Committee Reports

Treasurer

       Financial Review/audit completed

       Three signatures on bank account

       Obtaining two signatures on all checks

       Collecting money

       Depositing money

       Maintaining receipts/disbursements

         Obtaining board authorization to spend money

         Pay bills as authorized

         Submit written financial statement at every meeting

         Chairing Budget Committee/Annual Budget/Income and Expenses as compared 

         with budget

         Prepare an annual report

         File all IRS and Arizona Dept of Revenue tax documents by Nov 15

 

Other committees can be appointed by president, such as Membership Chair, Legislative Issues Chair, Fundraising Chair, Parent Involvement Chair, Volunteer Coordinator, Grant Writer and more.

PTA Quick Reference Guides for President, Membership and Treasurer (Money Matters) are available in members only section.

Membership Committees and Chairs; the Role of the Board

National PTA is a membership association. People join to show support of the work you do

locally and the work we do collectively to help children, families, and schools. We rely on

our over 5 million members to contribute their time and skills to schools and communities

from coast to coast and overseas, where U.S. military families are stationed.

Every individual who joins PTA helps not only his or her own child but every child. Imagine

how strong your community could be if every parent, every community member, and every

business leader got involved in PTA!

Attracting new members and retaining existing members are among the most

important duties of a PTA. A strong membership is essential if PTA is to be a force in

decisions involving the welfare and education of children. Your active leadership will

help create strong programs in your school community and a strong commitment

among your members.

While a membership chair and the membership committee are charged with developing

recruitment and retention strategies, membership is the responsibility of the entire

board. Without members, there is no PTA, and without the support of the entire board,

membership plans and committees will not succeed. The entire board should play an active

role in implementing membership recruitment and retention strategies.

 

Before Your Membership Year Begins

1. Set goals. Challenge yourself. We suggest 2–5% growth in membership as a good target.

2. Create a membership plan. Use PTA tools and templates (see pages 19–25 of quick reference guide)

    to set a goal, identify potential new member groups, and assess needs.

3. Use last year’s PTA membership list to send out a renewal appeal to current members.

    Cite your successes last year, thank them for their support, tell them they played a role

    in your success, and ask them to join again this year to help you achieve your goals.

4. Visit PTA.org/marketing to find customizable banners, fliers, letters, surveys, posters,brochures, press releases,

    ads, yard signs, door hangers, and more for developing membership campaign materials that appeal to a broad

    group of potential current and new members.

5. Sign your PTA up for Just Between Friends (JustBetweenFriends.com/PTAquickstart) to easily manage your

   members, communicate with your entire school, create directories, and manage volunteers.

6. Create a marketing campaign to promote your PTA’s successes, attract new members, and motivate current

   members to renew.

– Review the guide and visit PTA.org/marketing to learn more about creating a marketing plan for your unit.

– See what special member benefits and programs are available at PTA.org/benefits so you can better promote the value of PTA.

Individual Membership

PTA is an individual member association, which means we are an association of individuals who voluntarily join to support the work PTA does. Your board will vote on what the dues will be and $4.50 of those dues go to Arizona PTA($2.25), and National PTA ($2.25).

 

Family Membership

One member = one card, one vote. While many units provide family memberships to encourage more people to join, it is important to remember that each person who joins through a family membership is actually an individual member and entitled to all rights and benefits of membership.

If your unit offers a family membership, it must be reflected in your standing rules. The state and national dues portion for each person who joins through a family membership must be forwarded to your state at $4.50 each member. Your unit should always have an accurate list of members to determine who is eligible to vote at meetings.
Bylaws, Parliamentary Procedures and Standing Rules
Parliamentary procedure is a set of rules for conducting orderly meetings that accomplish goals fairly. Benefits fo parliamentary procedure include courtesy, maintenance of order, ability for each member to provide input and more.

Below you will find a link to a parliamentary procedure outline. For more information:

Bylaws and Standing Rules are the rules the local unit must follow. They provide structure of the local unit board, information on required meeting dates and other information necessary for the unit to function. Bylaws are adopted by a vote of your unit's members at a general meeting. PTA bylaws may not conflict with the National PTA bylaws or your state PTA. Below is a link to a PTA bylaws overview. For more information:

For copies of bylaws and sample standing rules, click on members only tab