PTA Board Descriptions

Are you interested in joining the PTA board and helping make our Argyle South community amazing?

Here are the Executive Board Position Openings for the 2024-2025 school year:

PRESIDENT 

Serve as the presiding officer of ASE PTA and preside over all meetings. Directs the affairs of the association with integrity and a positive attitude in cooperation with the other members of the board for (2) one year terms.

You will oversee all PTA functions. Coordinate work of board & committees.

Meet with principal to coordinate all PTA activities. Appoint special committees (ie: the Nomination Committee, yearly.). 

• coordinate the work of this PTA's executive board and committees in order that the purposes may be promoted;

• preside at all executive board and membership meetings;

• confirm quorum is present at all executive board and membership meetings before conducting business;

• confirm secretary and parliamentarian are present at all meetings, and appoint temporary replacements when necessary, before conducting business;

• not vote, unless vote will change outcome to make or break a tie, or vote is by ballot,

• appoint the chair of each standing and special committee, subject to the approval of the executive board, unless otherwise provided in these bylaws;

• be authorized to sign on bank accounts, and access accounts electronically unless prohibited by terms of employment,

• be authorized to sign contracts approved by the executive board;

• be listed as the principal officer and be authorized to sign tax documents, unless prohibited by terms of employment;

• appoint a member, subject to the approval of the executive board, who is not authorized to sign on the bank account, to review each account statement, and complete the Statement Review by Non-Signer checklist;

• appoint the financial reconciliation committee, as outlined in the Fiscal Accountability article; and

• serve as an ex-officio member on all committees except nominating and financial reconciliation committees.

VP of MEMBERSHIP (1st VP)

Promote membership in ASE PTA. Promote membership in ASE PTA at school events (Meet the Teacher, special events, etc.)  Conduct ongoing enrollment of members throughout the year. Keep records of members as they join and keep the board updated on milestones and achievements in order for the board to relay them as needed to the public. 

1. SERVE AS AIDE-TO-THE-PRESIDENT

2. BE IN CHARGE OF MEMBERSHIP

3. PRESIDE IN THE ABSENCE OF THE PRESIDENT (IN THEIR DESIGNATED ORDER).

Maintains current membership roster submits monthly membership information to the Treasurer to send to Texas PTA. 

• be responsible for membership; and

• preside in the absence of the president (in their designated order)

VP of Programs (2nd VP)

• be responsible for programs; and

• preside in the absence of the president (in their designated order)

VP of Fundraising (3rd VP)

1. BE IN CHARGE OF FUNDRAISING

2. PRESIDE IN THE ABSENCE OF THE PRESIDENT (IN THEIR DESIGNATED ORDER).

Which means (s)he:

Coordinate ALL Fundraising activities and engages the Board in fundraising proposes and plans any new fundraising activities coordinates with the Treasurer and Communications as well as with faculty and office staff. 

• be responsible for fundraising; and

• preside in the absence of the president (in their designated order)

VP of Hospitality (4th VP)

• be responsible for hospitality; and

• preside in the absence of the president (in their designated order)

Secretary

• confirm all executive board members have registered with Texas PTA within 15 days of their election or appointment,

• send, or cause to be sent, executive board and membership meeting notices;

• be responsible for correspondence;

• record the minutes of all executive board and membership meetings;

• present the Statement Review by Non-Signer Reports at each executive board meeting,

• have a current copy of the PTA bylaws and, if applicable, standing rules;

• confirm the executive board has reviewed and the membership has adopted the Texas PTA PTA/PTSA Records Retention Policy annually;

• confirm that all executive board members have signed the PTA Confidentiality, Ethics, and Conflict of Interest Agreement;

• maintain the required PTA documents

Treasurer

• have custody of all the PTA funds;

• serve as the budget and finance committee chair,

• present IRS confirmation of the appropriate Form 990 acceptance at the first executive board meeting,

• present a written and verbal financial report at regular executive board and membership meetings, and as requested by the executive board or membership;

• maintain books of account and records including bank statements, receipts, budgets, invoices, paid receipts and canceled checks in accordance with the records retention policy;

• make disbursements in accordance with the budget adopted by the membership;

• be authorized to sign on bank accounts and access accounts electronically;

• be authorized to sign tax documents, if the president is prohibited by terms of employment;

• present a preliminary annual report, showing budget to actual, at the annual meeting,

• present next fiscal year's proposed budget for adoption by membership at the annual meeting,

Parliamentarian 

︎Maintains copies of current governing documents & bylaws and ensures that standing rules and bylaws are up to date.

︎Provides guidance and interpretation of bylaws to members.

︎Discuss meeting agenda with president prior to meeting.

︎Maintains impartiality! (Which is why they cannot vote)

︎Assists the President and Committee members with parliamentary procedures. Assists with procedures and voting (establishing quorum, calling for votes, timekeeping, and closing meetings). YOU know (or will know) all the rules.

• advise the chair, executive board and members on questions of parliamentary procedure;

• serve as ex-officio on the bylaws (and standing rules, if applicable) review committee;

• schedule first nominating committee meeting and provide committee the required information on the nomination and election process; and

• vote only when the vote is by ballot.

You can read more details about each leadership role at the Texas PTA website. 

We are also looking for volunteers interested in helping in supported roles in these areas:

Clubs Coordinator

The PTA has successfully organized afterschool enrichment clubs for the students of Argyle South Elementary.

These clubs are run by parents and/or high school students who volunteer their time and expertise to make the clubs successful. PTA supports clubs through facility reservation, insurance coverage and volunteering. Please note that PTA cannot provide any monetary funding to clubs which is why we charge fees for each club.

You will form a committee of vetted volunteers to help with each club activity and you will organize and oversee each to make sure everything runs smoothly and/ or full in where needed. 

NEWSLETTER

Creates and maintains PTA content for monthly email distribution to members and to coordinate with the school admin assistant to send out weekly "What's happening in PTA this week" blurbs in the school newsletter. (Reports to Secretary and is part of Communications) 

SCHOOL SUPPLY COORDINATOR

Work with our vendor, EPI, for school supply wrap packs. Work with school admin to determine list of supplies in wrap pack. (This has been completed for the upcoming 23/24 school year).

Promote wrap packs in spring for next school year (this is currently being taken care of). Coordinate delivery, distribution and sales of extra wrap packs at parent orientation and meet the teacher (you will be responsible for this in August 2023!).  Coordinate volunteers to help distribute packs to the appropriate classrooms before start school starts.(you will be responsible for this in August 2023!).

Sell any extra wrap packs that were ordered at meet the teacher. 

SPIRIT NIGHT COORDINATOR

You will be responsible for establishing relationships with restaurants and such to create fundraising nights throughout the year to celebrate South Elementary. You will need to be able to determine what percentage would be acceptable to PTA and to the restaurant. You will also need to negotiate dates and times. Great position for someone who likes to work under minimal to no supervision and is a go-getter! You will take all offers/info to the VP of Fundraising for approval before "signing off". 

SPIRIT WEAR COORDINATOR 

Responsible for finding and working with an external spirit wear provider to decide on the styles and types of merchandise offered 2-4 times per year, as needed, and getting board approval before signing off.  For events where spirit wear is sold in person, this chair is responsible for manning that table or finding volunteers to staff it for them. Also responsible for ensuring that the monies collected for spirit wear are remitted to the treasurer. 

VOLUNTEER COORDINATOR 

Organizes all of the general volunteers that are interested in helping PTA via a spreadsheet in Google Docs.  When a committee needs to be staffed or an event needs help, an email is sent from our Volunteer Coordinator who takes our list of general volunteers  and sends out the information as necessary. This job is very easy to do only from home or during a work break on an as needed basis. 

YEARBOOK COORDINATOR

In charge of compiling photos, and/or taking them, of school events throughout the year as well as using EPI software to design our annual year book, taking care to meet the deadlines provided by our book publisher, EPI. You will have an email and must coordinate with the Social Media Coordinator to get the word out when photos are needed or when reminders need to be posted.