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HCPTSA Policies and Job Descriptions

1. A calendar of PTA/District events may be published as a resource for PTA units.
2. A Council Directory/Handbook will be published for the benefit of the leaders of the local PTA units.
3. Guidelines for the authorization to continue existence of the previously established self-supporting social service funds and scholarships shall be determined annually in the spring by the Board of Directors. Social service funds may include clothing, dental and vision, hearing impaired, student counseling and scholarships for graduating seniors.
4. Officers and committee chairman shall be required to present reports and notebooks of their year’s activities to the current president by the June general meeting. Outgoing officers and committee chairman shall surrender all PTA materials acquired while functioning in their position at this time or at the time of their resignation.
5. A committee of three (3) shall be appointed by the president to review any records to be discarded.
6. Executive committee meetings shall be held as necessary at the discretion of the president with reasonable notice given to the executive committee members.
7. The council will work cooperatively with other groups on matters of mutual interest. The board of directors should determine these cooperative measures using Washington State PTA Guidelines.

8. The Council President shall:
a. Preside at all meetings.
b. Make appointments to positions and committees as designated in the standing rules, with the approval of the executive committee, for a term of one (1) year.
c. Be an ex-officio member of all committees except the nominating committee.
d. Co-sign all binding agreements.
e. Disseminate and communicate all information received pertinent to PTA/PTSA programs.
f. Perform all duties pertaining to the office such as specified in the bylaws and standing rules.
g. Coordinate Council’s programs and activities.
h. Attend the Region 9 meetings or send designated alternates.
i. Participate in the Region 9 nominating committee elections.
j. Cooperate when requested with the Region 9 director or service specialist in establishing new units.
k. Designate an executive committee member to attend functions with voice in his/her absence.
l. Attend the relevant school board meetings or send an alternate.
m. Provide direction to the area vice presidents.

9. The Vice President shall:
a. Perform the duties of the president in the absence or inability of that officer to service.
b. Assist the president when called upon.
c. Work closely with the president in all activities.
d. Serve as chairman of the committee to prepare the Council display for PTA convention.
e. Assist in the planning and coordinating of general membership meeting programs.

10. The Secretary shall:
a. Keep accurate records of all meetings.
b. Notify the president of any unfinished business.
c. Help the president make up the agenda.
d. Make sure the president has the minutes as soon as possible after a meeting.
e. Keep attendance records of all executive committee, executive board and general membership meetings.
f. Keep a complete roster of the membership of all standing and special committees.
g. Maintain an up-to-date roster of local units in the Council membership with the names and addresses of their officers.
h. Conduct the correspondence of the association, business, and social.
i. Serve as chairman of the standing rules committee.
j. Present the standing rules to the membership.
k. Serve as council parliamentarian.
l. Keep legal documents up-to-date.

11. The Treasurer shall:
a. Keep accurate financial records at all times.
b. Receive/issue receipts, deposit promptly in an authorized accounts all monies and disburse same according to approved budget.
c. Present a financial statement at each regular meeting and such other items as required by the president.
d. Provide all financial records, if requested by the president or executive board
e. Provide monthly financial statement and other pertinent information for the membership newsletter.
f. Submit records for annual audit on June 30, and when a change of treasurers occurs, when requested the board of directors, or by the membership to a qualified accountant or an auditing committee of no fewer than three (3) members appointed by the president.
g. Serve as chairman of the budget committee.
h. Present budget to the membership.
i. Remit state and national portion of the service fee to the state PTA office by the specified deadline.
j. Keep all membership records and regularly provide copies to the membership chairman.
k. Be contact person for local units wishing to use bulk mailing permit.
l. Keep legal documents up-to-date.
m. Shall file IRS form 990 if filing is required.
n. Update bank signature card before June 30 of each year.

12. Highline and Mt. Rainier Vice Presidents shall:
a. Be a member of a Highline School District local unit preferably in the high school service area they represent.
b. Give assistance and guidance to their local units either by phone, in writing or by holding meetings. These communications should involve all local unit Presidents and Officers in their high school service area.
c. Report directly to the council president or their designee.
d. Be a member of the Awards/Recognition Committee.

13. The Legislation Chairman shall:
a. Be responsible for training local unit chairmen.
b. Be responsible for monitoring ongoing legislation pertaining to children and youth in the Highline School District, the State and the Nation.
c. Communicate regularly to the council board and membership all legislative information received from local, state and national sources.
d. Submit legislative information regularly to the Communication Line.
e. Be the delegate to the Washington State PTA Legislative Assembly, unless otherwise designated by the board of directors.
f. In the spring assist the council board in preparing legislative issues for the following fall legislative assembly.
g. Be a representative for council at Highline Citizens for Schools.