President & Co-President
The President and Co-President must read and understand the GSMST PTSA bylaws, use the council, district and state leadership to self train and become aware of specific responsibilities of the position (see Georgiapta.org). He/she must reside at all meetings: local Board Meetings and General PTSA Meetings, serve as an ex officio member of all the committees except the nominating committee and attend council, district and state functions of the PTA. He/she must coordinate the work of the officers and committee of this local PTSA. Attend all events (may divide work between 2 in this position). One or both Presidents will meet with the Principal and other leaders at GSMST to manage, plan and delegate events and activities of the GSMST PTSA. He/she will also have a meeting with the Principal (usually in June of the school year) to plan the events and dates for the new school year. He/she will also work with the Treasurer to establish a budget for board member approval. Once approved, the President(s) will present it
to the local PTSA in the first General Meeting of the Year. He/she will be a signer of the financial accounts and be aware of the current state of financials as well as sign as a representative of the GSMST PTSA in dealings with the public, vendors, etc. The president(s) will also regularly monitor the GSMST PTSA email and website to offer replies, updates, etc. as needed.
Secretary
The Secretary must read and understand the GSMST PTSA bylaws, use the council, district and state leadership to self train and become aware of specific responsibilities of the position (see Georgiapta.org). He/she will record the minutes of the Monthly Board Meetings and General Membership Meetings and keep these written records accurately in a physical notebook/binder that may be produced and submitted at audit with the Treasurer’s Books (any audio recordings of each meeting must be deleted immediately after the written records are completed). The Secretary will also store a copy of these minutes in the GSMST google docs, under a labeled file in the current year. He/she will also read or distribute the previous meetings’ minutes for approval for both types of meetings mentioned above, prior to the following board meeting. The Secretary will also coordinate with the President and Co-President as they will need to have the documents prepared for the Board Meetings and General Meetings. The Secretary will also determine the presence of quorum (per the bylaws) prior to any business being conducted. The secretary will register as an emergency signature at the PTSA bank.
He/she will also help coordinate elections for a new board at the end of the school year.
Treasurer
The Treasurer must read and understand the GSMST PTSA bylaws, use the council, district and state leadership to self train and become aware of specific responsibilities of the position (see Georgiapta.org). The treasurer will have custody of the funds of this local PTSA. He/she will become a signer at the Bank and maintain a full account of the funds of this local PTSA, including making disbursements as authorized by the President and Co-President. He/she will analyze prior budgets to finalize the budget for the current school year. The Treasurer will be allotted a computer, printer and Quicken software to manage the books and checkbook. He/she will maintain this equipment and request service and or other support as needed to ensure there is no disruption of the local PTSA account records. The Treasurer will produce and report a monthly treasurer’s report at the board meeting and also every general membership meeting that takes place (3 or 4 throughout the year) to provide specific information that is listed on the georgia.org website. He/she will have the books prepared for audit at the end of the year. The treasurer will also save all final approved monthly reports, budgets and audit info in the GSMST PTSA google drive, under a labeled file in the relevant school year.
VP of Hospitality
The VP of hospitality will manage and execute events that are specifically catered to the
students, teachers, and staff of GSMST periodically throughout the year. This will include budgeting, planning and execution. Planning will include working with GSMST leaders to coordinate the venue, time, need, etc. It will also entail recruiting volunteers, working with the VP of Fundraising to solicit contributions from parents and/or local businesses for food or other items for distribution at various hospitality events throughout the school year. Hospitality events planned for the school year include the Teacher & Staff Breakfast, Teacher Staff Thanksgiving Dessert Buffet, Bus Driver Appreciation, Teacher Staff Year end breakfast/lunch, Senior Celebrations and Senior Exam Goodie Bags. These events may be re-structured and
re-planned within the approved budget as needed.
VP of Fundraising
The VP of Fundraising organizes and implements all fundraising activities of the PTSA. This includes planning and implementing fundraising concession sales during STEM Week, managing members on Member Hub (solicitation, data input, follow-up, etc.), initiating and executing donation initiatives on and offline, planning and executing spirit nights, working with the VP of Events for International Night fundraising initiatives (T-shirt production, sales, etc.), working with the VP of Hospitality for fundraising as needed for hospitality events, initiating and planning spirit nights and other concession opportunities, etc. The goal is to generate income per the GSMST approved budget. The VP of fundraising is expected to attend all school events that will involve membership solicitation, concession sales and or other fundraising initiatives. He/she will set up a recruiting table and solicit memberships. He/she can also gather volunteers
as needed to execute this role.
VP of Events
The VP of Events is the owner of International night. He/she will work with PTSA
committees/volunteers, teachers and students to plan and execute this event that celebrates the school’s diversity. He/she will work with the VP of Fundraising to raise funds and volunteers to help support a successful event. The goal is not to make money but to ensure the event can truly deliver a genuine and memorable experience for the students and all those who participate. The VP of Events will work with the President (s) to set up a standing committee at least 4 months prior to the actual event to plan regions, plan food donations, support students in each region, etc. He/she will devise food and other donation drives on Member Hub (May coordinate with the VP of Fundraising). He/she must be present for all relevant meetings and preparations as well as the entire event.