Committee Chairs

General               Information for All Committee Chairs

Committees               are the practical and democratic way of involving the membership               in attaining PTA goals. The work and goals of each local unit determine               the number and nature of the committees necessary for that unit.               All associations need the basic committees, such as parent involvement,               program, budget, membership, legislation, publications/communications,               and hospitality. Other committees are determined by the goals and               needs of the unit, or as the bylaws prescribe. Many, but not all,               of the committees at the local unit level have parallels at the               state and national level.


Duties               of Committee Chairs

  • Present                 a plan of work to the Executive Committee for approval.
  • Maintain                 a procedure                   book.
  • Research                 and seek information in the content area.
  • Attend                 local, council, district, state, and national meetings whenever                 possible.
  • Respond                 promptly to correspondence or requests and keep accurate files.
  • Make                 reports at general meetings when requested.
  • Give                 records, reports, procedure books and other materials promptly                 to successors.

Suggestions               for Committee Chairpersons

  • Refer                 to the appropriate sections of the Leadership Resource Guide,                 procedure book and plan of work for useful tools to guide all                 committee work.
  • Remember                 that the president is a member of your committee and should be                 advised of and asked to attend all meetings.
  • Remember                 only the president has the authority to sign contracts on behalf                 of the association.
  • Work                 closely with other chairpersons and other committees and, where                 possible, combine your efforts so that duplication will be avoided                 and programs and projects will be strengthened by new ideas and                 manpower.
  • Research,                 initiate, plan, and carry out your committee work for the year.
  • Call                 the president when you have a report for the Executive Committee                 and make sure you are placed on the agenda for appropriate meetings.
  • Emphasize                 at all times the importance and obligation of attendance of your                 committee members at special, general and committee meetings.
  • Before                 adding members to your committee, confer with the president.
  • Secure                 approval before undertaking any substantial work.
  • Send                 out flyers, notices, publicity, etc., after getting the consent                 of the president.
  • Remember                 the Purposes and basic policies that guide PTA activities.
  • Spend                 money only with prior approval and within an approved budget.
  • Your                 attendance at any state, district and council PTA meetings and                 community meetings pertinent to your chairpersonship and sphere                 of interest is expected. Inform your committee members; invite                 them to attend with you. Always send a substitute when you are                 unable to attend.
  • When                 you have completed your chairpersonship term, pass the procedure                 book to your successor, along with any suggestions you may have                 that will be of help in carrying out the duties of the next chairpersonship.
  • Train                 your successor.


What               Is a PTA “Plan of Work”?

PTA               plans of work are one or two page summaries of goals, plans and               resources needed by a committee (see                 sample) prepared annually by each committee chair, usually in               the summer before school resumes. The president, with some or all               of the officers, reviews and approves the proposed plans of each               PTA committee. We suggest that a member of the budget committee               be part of that review. Once approved, the budget committee works               to insure that adequate financial resources are available (in the               approved budget) to support the committee’s work during the year.

A               plan of work typically addresses the following topics or areas:

  • Goals                 or purpose of committee or program
  • Steps                 to accomplish goals (include timeline and significant dates)
  • Details                 each committee member’s responsibilities (with time estimates)
  • Estimated                 revenue to be generated and estimated costs or expenses