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ARTICLE VI – DUTIES OF OFFICERS

SECTION 1.
The president shall:
a. Coordinate the work of officers and committees of the association in order that the purposes may
be promoted.
b. Preside at all meetings of the association and the executive board.
c. Be a member ex officio of all committees except the nominating committee.
d. Appoint the corresponding secretary, the parliamentarian, the chairmen and members of
committees, subject to the ratification of the executive board.
e. Prepare the list of association officers and chairmen required for directory data and submit
through channels as directed by council / district [choose one]. The deadline for directory data
to council / district [choose one] is May 1 [council deadline if in council,
district deadline if out-of-council].
f. Sign all authorizations for payment as required by the executive board or association. (See
Check Request System: Payment Authorization (5.3.7), Finance Section, California State PTA
Toolkit.)
g. Be responsible for preparing the association annual report required by the California State PTA.
h. Be the official representative of the association at council and district meetings.
i. Have all newsletters, flyers and/or notices approved by the principal, prior to distribution.
j. Have all contracts and/or legally binding documents approved by the association, prior to
signing a contract along with another elected officer. (See General Operating Information
(5.5.1), Finance Section, California State PTA Toolkit.)
k. Be authorized to sign checks, and not be related by blood or marriage or reside in the same
household as the other authorized signers for the association’s financial accounts.
l. Perform such other duties as may be prescribed in these bylaws or assigned by the association.

SECTION 2.
[Where there is no executive vice president, lineout Section 2 and renumber subsequent sections.]
The executive vice president shall:
a. Serve as the primary aide to the president.
b. Perform the duties of the president in the absence or disability of that officer to act.
c. Perform such other duties as may be prescribed in these bylaws or assigned by the association.
Unit 6/10 – 7 –

SECTION 2.
The additional vice president(s) shall act as aide(s) to the president and executive vice president and
shall, in their designated order, perform the duties of the president in the absence or disability of that
officer to act.
The first vice president shall serve as Ways & Means Chairman .
The second vice president shall serve as Membership Chairman .
The third vice president shall serve as Carnival Chairman .
The fourth vice president shall serve as Hospitality Chairman .
The fifth vice president shall serve as Staff Liaison .
The sixth vice president shall serve as Volunteer Coordinator .
[Additional duties of each vice president shall be placed in the Standing Rules.]

SECTION 3.
[Where there is but one secretary, Sections 4 and 5 should be combined and the subsequent sections renumbered.]
The recording secretary shall:
a. Keep an accurate record of the proceedings of all meetings of the association and the executive
board in a bound book which is the legal record of this association.
b. Be prepared to refer to minutes of previous meetings.
c. Prepare a list of all unfinished business for the use of the president.
d. Prepare and, with the president, sign all authorizations for payment authorizing the expenditure
of funds following approval by the association or executive board in accordance with these
bylaws. (See Check Request System: Payment Authorization (5.3.7), Finance Section,
California State PTA Toolkit.)
e. Record all expenditures in the minutes.
f. Keep a current list of the paid members of the association provided by the membership
chairman.
g. Keep a current signed original set of the bylaws and standing rules.
h. Perform such other duties as may be delegated to the secretary.
SECTION 4.
The corresponding secretary shall:
i. Conduct all necessary correspondence of the association upon authorization of the president,
executive board or association.
j. Notify officers of their election and chairmen of their appointments.
k. Send out notices of executive board meetings.
Unit 6/10 – 8 –

SECTION 4.
The treasurer shall:
***a. Keep such permanent books of account and records as shall be sufficient to establish the items of
gross income, receipts and disbursements of the association, including specifically, the number
of members, the dues collected from the members and the amount of dues remitted through
channels to the California State PTA. Such books of account and records shall at all reasonable
times be open to inspection by an authorized representative of the California State PTA.
b. Chair the budget committee and prepare the budget for adoption by the association. (See The
Budget (5.2), and Sample Financial Calendar of Activities (5.1.4), Finance Section, California
State PTA Toolkit.) Forward two (2) copies of the adopted budget to
San Diego Unified Council.
[Out-of-council associations should substitute the following for the last sentence.]
Forward one (1) copy of the adopted budget to District PTA.
c. Contact the bank to secure signatures of all authorized signers on all checking and savings
account signature cards and file with the bank immediately upon taking office (see g below).
d. Receive monies from the financial secretary for the association, giving a receipt therefore, and
deposit immediately in the name of the association in a bank approved by the executive board.
e. Receive and retain a copy of the deposit slip for any deposit made.
f. Pay all bills as authorized by the executive board or the association and on receipt of
authorization for payment signed by the recording secretary and the president. (See Check
Request System: Payment Authorization (5.3.7), Finance Section, California State PTA
Toolkit.)
***g. Secure two signatures on all checks. Any two of the following are authorized to sign: president,
treasurer and First Vice President
[elected officer other than the secretary or auditor]. The authorized signers shall not be related
by blood or marriage or reside in the same household. (See Checking Account (5.3.6), Finance
Section, California State PTA Toolkit.)
***h. Individuals counting cash/checks shall not be related by blood, marriage or reside in the same
household.
i. Keep an accurate record of receipts and disbursements in a ledger which is a permanent record
of this association. All other financial records must be retained for seven years including the
current year.
j. Keep the membership informed of expenditures as they relate to the budget adopted by the
association.
k. Remit all council, district, State and National portions of per capita dues monthly to the financial
officer of the council/district [choose one].
l. Present a treasurer’s report at every meeting of the association and the executive board and at
other times when requested by the association. (See Financial Officers’ Reports (5.1.7), Finance
Section, California State PTA Toolkit.)
Unit 6/10 – 9 –
m. Be responsible for filling out and forwarding all necessary report forms required by the
California State PTA for insurance, and for filing all tax returns and other forms required by
government agencies. This includes employee reporting forms, if this association pays
employees; and independent contractor reporting forms, if this association hires independent
contractor(s). Forward two (2) copies of all government filings to
San Diego Unified Council.
[Out-of-council associations should substitute the following for the last sentence.]
Forward one (1) copy of all government filings to District PTA.
n. Make an annual financial report to the association which includes gross receipts and
disbursements for the year. Forward two (2) copies of the annual financial report to
San Diego Unified Council.
[Out-of-council associations should substitute the following for the last sentence.]
Forward one (1) copy of the annual financial report to District PTA.
(See Article XIV – FISCAL YEAR AND IDENTIFICATION NUMBER)
NOTE: The dishonesty bonding insurance may require additional rules to follow.

SECTION 5.
[Where there is no financial secretary, lineout Section 7 and renumber subsequent sections.]
The financial secretary shall:
a. Give a receipt for monies received for the association and remit at once to the treasurer or
deposit immediately in a bank approved by the executive board and give a copy of the deposit
slip to the treasurer.
b. Prepare all authorizations for payment as required by the executive board or the association.
(See Check Request System: Payment Authorization (5.3.7), Finance Section,
California State PTA Toolkit.)
c. Keep an accurate record of all receipts and authorizations for payment for filing with the
Treasurer’s financial records for the association.
d. Present a monthly report at every meeting of the association and the executive board and at other
times when requested by the association. (See Financial Officers’ Reports (5.1.7), Finance
Section, California State PTA Toolkit.)
e. Make an annual report to the association. (See Financial Officers’ Reports (5.1.7), Finance
Section, California State PTA Toolkit.)
f. Perform such other duties as may be delegated to the financial secretary.

SECTION 5.
The auditor shall:
Unit 6/10 – 10 –
***a. Audit the books and financial records of the association semiannually.
b. Prepare a midyear audit to be completed in January [month half-way
through term of office]. The year-end audit shall be completed in July
[month immediately following end of term of office]. A third audit shall be completed in
[month immediately following end of fiscal year]. (NOTE: The
audit at the end of a term is performed by the outgoing auditor. See Financial Officers’ Reports
(5.1.7), Finance Section, California State PTA Toolkit.)
c. Present a written report to the executive board at the February [month],
[month], and September [month] meetings.
d. Present a written report for adoption by the association at the March
[month], [month], and November [month]
meetings. (Must agree with months stated in Article VII, Section 1).
e. Audit the books upon resignation of the treasurer, financial secretary or any check signer and at
any time deemed necessary.
f. Not be related by blood or marriage or reside in the same household as the financial officers
and/or authorized signers of checks.
g. Be responsible for verifying on the Audit Report Form that all necessary report forms required
by the California State PTA for insurance, and tax returns and other forms required by state and
federal government agencies have been completed and filed by the due date.
***h. Forward two (2) copies of the adopted audits to
San Diego Unified Council.
[Out-of-council associations should substitute the following for the last sentence.]
Forward one (1) copy of the adopted audits to
District PTA.
SECTION 6.
The historian shall:
a. Assemble and preserve a record of the activities, achievements and volunteer hours of the
association.
b. Act as custodian of records and other materials pertinent to the history of the association.
c. Assist the president with the preparation of the association’s annual report required by the
California State PTA.

SECTION 7.
The parliamentarian shall:
a. Attend all meetings of the association and of the executive board and give necessary advice in
parliamentary procedure when requested.
Unit 6/10 – 11 –
b. Call the first meeting of the nominating committee, conduct election of a chairman and give
instructions in procedure, and may be contacted for additional information, if needed; and shall
attend meetings of the nominating committee only if elected to serve as a member of the
committee.
c. Chair the bylaws committee and review bylaws and standing rules annually. (See Changing
Bylaws (2.4.1), PTA Management Section, California State PTA Toolkit.)
d. Be entitled to all rights and privileges of membership including the right to make motions,
debate and vote.

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