PTA Council Members Job Descriptions

  

President

  • The President shall be responsible for calling the PTA Council meetings in conjunction with the PTA Council for setting the agenda.
  • The President shall be an ex-officio member of all the committees.
  • Presides at all meetings.
  • Opens and closes meetings on time.
  • Shall call additional meetings when s/he thinks they are required.
  • Ensure that the AGM is organised for October and prepare an Annual Report together with the other Officers.
  • The President's job is to lead objectively and serve diplomatically.
  • The President will only vote in the event of a tie and will have the casting vote.
  • Encourage all Council members to take part in any discussions and ensure that issues are properly debated and an agreement is reached.
  • Call upon each committee to prepare a plan of work.
  • Ensure that all responsibilities of other Officers and committees are carried out.
  • The President shall invite Consultants/Advisors or Specialists to the PTA meetings as and when required.

 

Vice President

  • The Vice President shall assist the President and maybe called upon at any time to temporarily assume the duties of the President.
  • In the event of the President's resignation the Vice President will carry out the President's duties until the next AGM.
  • Preside at meetings in the absence of the President.
  • The Vice President should make his/her self familiar with the role of the President so he/she can assume responsibility as and when needed.

 

Secretary

  • The Secretary shall be responsible for all correspondence of the PTA.
  • Will work closely with the President ensuring that agenda and minutes of the last meeting are received by all its members at least two days before the meeting.
  • Shall be responsible for keeping accurate minutes of all PTA meetings.
  • Ensure proper records are kept and filed of all the PTA meetings and present the minutes for approval at the next meeting.
  • Have on hand at meetings, a copy of the Constitution and minutes of previous meetings, including any correspondence that may need to be referred to.
  • Deliver to his/her successor, all books, papers and correspondence pertaining to the office of Secretary.

 

Treasurer

  • The Treasurer shall keep accurate accounts of the PTA funds and submit a written Financial Report at the monthly PTA Council meetings. An electronic copy of this monthly report will be submitted to the Communications Committee/webmaster to be uploaded online to the LIS PTA website and/or the LIS PTA Facebook page.
  • The Treasurer will collect and deposit all monies in the PTA Bank Account.
  • Issue receipts for all funds received which should always be counted in the presence of at least one other person.
  • Ensure all bills are paid and on time.
  • Independently reviewed accounts made by a certified/chartered accountant will be presented at the AGM, together with an estimated projected budget for the forthcoming year.
  • Deliver to his/her successor all books, papers and correspondence pertaining to the office of Treasurer.

 

Welcome Commitee Coordinator 

The Welcome Commitee Coordinator is responsible for welcoming all new students and their families to school. Each new family receives a Welcome package which gives information about the island and school, things to do, clubs to join etc. Be a point of contact for new families who may have questions about school and the island. Organise and coordinate the first day of school activities, e.g. Welcome table, future Orientation day, etc.

 

  • Help new families integrate into island life, and introduce them to other parents and families.
  • Head up the Welcome committee arranging meetings as and when required.
  • Keeping the Welcome package and brochure up to date.
  • Keeping in regular contact with new families arranging/advising new families of forthcoming events e.g. coffee mornings.
  • Advise homeroom parents of new students in their classrooms.
  • Keep in touch with the office to catch all new students joining the school  throughout the year.

 

Homeroom Parents Coordinator

  • Prepare Homeroom Parents contact list.
  • Communicate volunteering opportunities for different school events
  • Point of contact for all Homeroom Parents.

 

Volunteers Coordinator

  • Help recruit volunteers for PTA events, subcommittees and fundraising. This may include working closely with the homeroom parents coordinator for communication purposes.
  • Act as a liaison between subcommittees and the PTA, if a PTA member is not heading up the subcommittee.
  • Help make sure volunteers feel appreciated for their help and time.
  • Organize mini socials.

 

Member

  • Your role is, together with the PTA Council Oficers and Committee Coordinators, to initiate, organize, coordinate, promote, and facilitate the PTA programs and events, and assign tasks to volunteers. A member has voting rights. 

 

Co-opted Members

  • The PTA Council can throughout the year nominate as many co-opted members to any committee or subcommittee as it wishes.
  • Co-opted PTA committee and subcommittee members do not have voting rights in the PTA Council meetings. 

 

Homeroom Parents

Homeroom Parents are part of the PTA Homeroom Parents Committee. Their objective is to provide additional and more personalized communication between the PTA, parents, teacher and students at class level. 

  • Arrange social activities for the parents/teacher/students in the class as required/requested, e.g. breakfast/lunch/group gifts for teacher at Christmas/birthday/teacher appreciation day.
  • Communicate PTA activities/events/information on a personal basis i.e. conversation, phone call, email to parents, teacher and students in your class.
  • Prepare class contact lists, which include chasing every parent in the class for their contact information: email addresses, phone numbers etc. Please email to the rest of your class parents and teacher, and to the PTA Homeroom Parents Coordinator once complete.
  • Recruite volunteers.
  • Communicate your class ideas/suggestions to the PTA.
  • Be the key contact for any new parents joining the class. Help with any questions, show them round, introduce them to other parents, advise of any class specific activities social outings etc.
  • Help class teacher arrange out field trips and other school activities.
 
In general, any member of any group can be expected to: 
  • ˆHave a clear understanding of the group’s purpose and goals. 
  • ˆLook ahead and plan ahead.
  • ˆAchieve a high degree of inter-communication. 
  • ˆInitiate and carry on problem solving. 
  • ˆBe objective about the group’s function. 
  • ˆStrike a balance between group productivity and individual needs. 
  • ˆShare leadership responsibilities.
  • ˆFeel free to express feelings and points of view. 
  • ˆHave a high degree of cohesiveness. 
  • ˆMake efficient use of differing abilities of the members. 
  • ˆStick to issues which are important. 
  • ˆRecognize that means are inseparable from ends. 
  • ˆUnderstand the values and limitations of democratic methods. 

 

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