The President shall:
- manage overall objectives and strategies of PTSA;
- act as liaison between PTSA and the school;
- submit the annual PTSA budget, in cooperation with the treasurer, to the general membership for approval;
- preside at all meetings of the PTSA, the board of directors, and the executive committee;
- determine the agenda in cooperation with the recording secretary;
- call the meeting to order at the designated time, if quorum verified, proceeds with the PTSA’s business;
- maintain a fair and impartial position at all times and encourage members to participate;
- take no part in any discussion while presiding, refrain from expressing a personal opinion on questions before the board, and avoid personal bias when giving information to the PTSA;
- stand to preside and follow the accepted order of business; refer to self impersonally as ‘the chair’;
- state each motion clearly after it has been seconded before allowing discussion;
- declare the result of every vote taken;
- call upon the 1st vice president to preside when wishing to speak to a motion or to leave the chair; the president then has all the privileges of a member, including that of addressing the officer temporarily presiding, and return to the chair only after the vote has been announced;
- may vote when voting is by ballot; in other cases, may case a vote to create or break a tie if the result is in the best interest of the PTSA;
- recognize a member who has not previously spoken to the question in preference to one who already has spoken.
- conduct meetings of the executive committee and board of directors;
- consult with officers and chairs before each meeting to ensure that details of the meeting are completed as planned;
- coordinate the work of the officers and committees of the PTSA in order that the purposes may be promoted;
- delegate to the vice presidents administrative duties as needed;
- serve as a member ex officio of all committees except the nominating committee, and not seek to influence the nominating process in any way;
- review bank statements monthly and initial; and
- represent this PTSA at all council meetings or send an alternate.
The 1st Vice President shall:
- act as the primary aide to the president;
- perform the duties of the president in the absence or inability of the president to serve;
- preside at meetings in the absence of the president or upon the president’s inability to serve;
- represent the president when requested;
- create themes and recruit guest speakers for the general membership meetings; and
- conduct specific events as needed, including in coordination with parent student networks.
The 2nd Vice President shall:
- act as the aide to the president;
- perform the duties of the 1st vice president in the absence or inability of the 1st vice president to serve;
- preside at meetings in the absence of the president and 1st vice president or upon the president’s and 1st vice president’s inability to serve;
- represent the president when requested; and
- perform outreach to potential fund raising organizations.
The Treasurer shall:
- read and become familiar with the National PTA Money Matters Quick Reference Guide, Maryland PTA Cash Encounters and the local, state, and national PTA Bylaws;
- have custody of all funds of the PTSA held in the PTSA bank account;
- receive all monies and deposit them in a timely manner in the PTSA bank account;
- keep a full and accurate account of receipts and expenditures including reconciliation of the bank statement each month;
- make disbursements as authorized by the president or board of directors of the PTSA in accordance with the budget adopted by the PTSA;
- present a written financial statement at every meeting of the executive committee, the board of directors, the general membership and at other times when requested by the board of directors;
- make a full report before the newly elected officers officially assume their duties;
- submit the annual PTSA budget, in consultation with the president, to the general membership for approval;
- send the state and national portions of the membership dues to the Maryland PTA office by the dates designated by Maryland PTA;
- be responsible for preparing and filing all necessary tax forms and submitting a copy to the Maryland PTA office within thirty (30) days of filing;
- have the accounts examined at the close of the fiscal year and upon change of treasurer by an auditor or an auditing committee who members, when satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report. An auditor or an auditing committee shall be selected by the board of directors at least thirty (30) days before the new officers assume their duties;
- submit a copy of the annual financial review to Maryland PTA within 120 days following the local fiscal year; and
- deliver to successor, unless the PTSA has otherwise ordered, all books, papers, and correspondence pertaining to the office of treasurer, including the audited books, approved and paid bills, canceled checks, plans, and procedures.
The Secretary shall:
- record the minutes of all meetings of the PTSA, the board of directors, and executive committee;
- read or distribute the minutes of the previous meeting;
- submit approved minutes for inclusion on the PTSA website;
- file all records;
- act as custodian of all records, except those specifically assigned to others
- have a current copy of the bylaws and standing rules;
- maintain a current membership list;
- in consultation with and at the request of the president, prepare in advance of each meeting a complete agenda, showing the order in which business should come before the group;
- maintain an attendance record. At executive committee meetings, take roll call by voice. At regular meetings, take roll by having the members sign in. Prepare sign-in sheet. (These procedure establish that a quorum is present for each meeting);
- count a rising vote when requested by the presiding officer;
- furnish delegates with credentials for voting at convention; and
- deliver all minutes, records, reports, procedure book and other pertinent materials to successor.
The Delegates to MCCPTA shall:
- represent the PTSA as a voting member of the MCCPTA;
- attend meetings of the Northwood HS PTSA and the MCCPTA;
- participate fully in MCCPTA discussions and deliberations; each delegate is entitled to make motions, debate and vote at the MCCPTA meeting;
- take notes of announcements and the program at MCCPTA meeting and give a full report to PTSA board of directors;
- pass the announcements and important actions of MCCPTA to Secretary to publish on the Northwood HS PTSA Listserv;
- bring before MCCPTA any concerns or action items from the PTSA, which the delegate is directed to introduce;
- report to MCCPTA PTSA’s decision on matters referred to it for approval or information;
- share information on PTSA activities, programs, and publications with other PTA/PTSAs;
- encourage PTSA members to attend MCCPTA programs and support MCCPTA projects;
- use MCCPTA meetings to become acquainted with delegates of other school PTA/PTSAs.
The MCCPTA Area Vice President and Cluster Coordinators
The positions of Area Vice President and Cluster Coordinators are not positions within Northwood High School PTSA. They are positions that are part of the Montgomery County Council of PTAs (MCCPTA). The MCCPTA Area Vice President position is responsible for overseeing all elementary, middle, and high schools in established clusters of schools. Northwood High School is assigned to the MCPS Downcounty Consortium (DCC).
The MCCPTA cluster coordinators for the DCC are responsible for Northwood High School and the elementary and middle schools that feed into Northwood High School.
The Area Vice Presidents work with Cluster Coordinators to support local PTAs, to keep MCCPTA informed of local activities and issues, and to seek active involvement from local PTAs in the Montgomery County Council of PTAs. Cluster Coordinators monitor and coordinate the interests, concerns, and actions of the PTAs of a high school and its feeder schools and serve as a liaison to MCCPTA and MCPS. Cluster Coordinators contact the PTA President of each PTA within a cluster regularly. Cluster Coordinators maintain a close working relationship with the Area Vice Presidents.