THE PRESIDENT’S GUIDE TO WORKING WITH KEY OFFICERS AND CHAIRS

BUILDING YOUR LEADERSHIP TEAM: THE PRESIDENT’S GUIDE TO WORKING WITH KEY OFFICERS AND CHAIRS

As Local PTA President, you serve as the leader, connector, and culture-setter for your association. While the president carries overall responsibility for the work of the PTA, success is never built alone. A strong PTA thrives when the president works in close partnership with officers, board members, and committee chairs, creating a leadership team grounded in trust, communication, and shared purpose.

Each member of your board brings a unique perspective and area of expertise—from finances and membership to teacher engagement, advocacy, and record keeping. Your role is to help align these efforts with the PTA mission and ensure every leader feels informed, supported, and empowered to contribute.

The following sections are designed to help you understand how to work effectively with each key role on your board. These partnerships are more than task-based relationships; they are the foundation of a collaborative leadership model that strengthens your PTA and better serves students, families, and school communities.

As you use this section, think of it as a guide for building strong working relationships, clarifying responsibilities, and creating systems that promote communication, accountability, and continuity. When leaders work together with shared vision and mutual respect, the PTA is better positioned to make every child’s potential a reality.

President-elect

The President-Elect is the future leader of the PTA, and the president plays a key role in preparing them for success.

President-elect’s Role

  • The President-elect is the learner, supporter, and successor.
  •  Assists the president and board as needed
  •  Learns all aspects of PTA leadership and operations
  •  Prepares to step into the president role with confidence
  •  Supports continuity and long-term planning

President’s Role in This Partnership

  • The president is the mentor and guide.
  •  Share Knowledge: Provide insight into responsibilities, challenges, and decision-making processes
  •  Include Them Early: Involve the President-elect in meetings, planning, and key conversations
  •  Delegate Meaningfully: Offer opportunities to lead projects or initiatives
  •  Be Transparent: Share context behind decisions to build understanding
  •  Plan for Transition: Ensure a smooth and organized handoff of leadership

Working Effectively Together

  •  Meet regularly to review responsibilities and upcoming priorities
  •  Encourage questions and open dialogue
  •  Gradually increase leadership opportunities
  •  Focus on continuity, not just the current year

Simple Mindset Shift

  • Instead of: “They’ll learn when it’s their turn,” think: “I am actively preparing the next leader now”

For more information about being President-elect, visit

Treasurer

President’s Role in Working with the Treasurer

  • The treasurer is the financial steward of the PTA, while the president is the overall leader responsible for ensuring financial integrity. This partnership works best with transparency, trust, and shared accountability.

Treasurer’s Role

  • The treasurer is the authorized custodian of PTA funds.
  •  Manages and maintains all financial records
  •  Provides regular financial reports to the board
  •  Oversees income, expenses, and proper documentation
  •  Ensures compliance with PTA and legal financial requirements

President’s Role in Financial Oversight

  • The president is the partner in accountability and oversight.
  • Understand the Finances: Stay informed on all financial matters and reports
  • Fulfill Fiduciary Duty: Review reports, ask questions, and ensure transparency on behalf of the board
  • Support Budgeting: Participate in the budget process and monitor budget-to-actual performance
  • Maintain Internal Controls:
    • Serve as second signer on checks
    • Approve expenditures as required
    • Review bank statements before reconciliation
  • Ensure Compliance: Help protect the PTA’s 501(c)(3) status by following all financial and IRS guidelines
  • Be Present When Needed: Assist with counting funds and deposits to ensure accuracy and accountability

Working Effectively Together

  • A strong president–treasurer partnership is built on consistent communication and shared responsibility.
  • Communicate Regularly: Review finances together monthly (or more often as needed)
  • Create Checks and Balances: Both roles should actively participate in financial processes to ensure accuracy
  • Encourage Transparency: The treasurer should welcome questions; the president should ask them
  • Stay Aligned: Ensure all spending supports PTA goals and approved budgets

Handling Concerns

  • If financial mismanagement or concerns arise, the president must act carefully and responsibly.
    • Follow established PTA procedures
    • Maintain strict confidentiality
    • Avoid public or informal statements
    • Address concerns through proper channels and processes
  • Best Practices for Success
    • Treat financial oversight as a shared responsibility
    • Prioritize transparency and documentation
    • Stay proactive—not reactive—about financial health
    • Build trust through clear, consistent communication
    • Keep all decisions mission-focused and accountable

Simple Mindset Shift

  • Instead of: “The treasurer handles the money,” think: “The board—led by the president and treasurer—ensures financial integrity together”

Learn more about Treasurer duties 

Secretary

The secretary ensures organization, accuracy, and continuity within the PTA.

Secretary’s Role

  • The secretary is the record-keeper and historian.
  • Records accurate minutes of meetings
  • Maintains official records and documents
  • Manages correspondence as needed
  • Ensures documentation is organized and accessible

President’s Role in This Partnership

  • The president is the facilitator and partner in accuracy.
  • Prepare Agendas: Provide clear, timely agendas to support effective minute-taking
  • Review Minutes: Ensure accuracy and approve minutes in a timely manner
  • Support Organization: Help maintain complete and compliant records
  • Communicate Clearly: Lead meetings in a way that is structured and easy to document
  • Ensure Continuity: Work together to preserve institutional knowledge

Working Effectively Together

  • Connect before and after meetings to review agendas and minutes
  • Clarify action items and decisions during meetings
  • Maintain organized systems for record storage
  • Ensure compliance with PTA requirements

Simple Mindset Shift

  • Instead of: “The secretary takes notes,” think: “The secretary preserves the official story and decisions of our PTA”

Learn more at the Secretary role

Administrative and Teacher VP

A Local PTA President is most effective when they build strong, collaborative relationships with both the Teacher VP and Administrative VP. These roles bring essential perspectives—staff and school leadership—and when aligned, they create a unified, student-focused team.

President’s Role in This Partnership

  • The president is the connector and coordinator.
  • Set the Tone: Foster a culture of respect, trust, and shared purpose among all leaders.
  • Ensure Alignment: Keep everyone focused on PTA’s mission and goals.
  • Facilitate Communication: Make sure information flows clearly between board members, staff, and administration.
  • Balance Perspectives: Weigh input from teachers and administrators when making decisions.
  • Promote Collaboration: Encourage teamwork rather than siloed roles.

Working with the Teacher VP

  • This relationship ensures educator voice is included and valued.
  • Listen Actively: Seek input on how decisions impact classrooms and students.
  • Respect Time & Boundaries: Be mindful of teacher workloads and school-day limitations.
  • Partner on Engagement: Work together to involve teachers in PTA programs in meaningful, manageable ways.
  • Align Messaging: Ensure communication to families reflects both PTA goals and classroom realities.

Working with the Administrative VP

  • This partnership keeps PTA efforts aligned with school priorities and policies.
  • Maintain Open Communication: Regularly check in about school needs, goals, and scheduling.
  • Respect Roles: Understand the administrator’s responsibility for school operations and policies.
  • Coordinate Efforts: Ensure PTA programs support—not compete with—school initiatives.
  • Problem-Solve Together: Address challenges proactively with a solutions-focused mindset.

Bringing the Team Together

  • The real strength comes from all three roles working in sync.
  • Hold Regular Meetings: Keep Teacher VP and Administrative VP included in discussions and planning.
  • Create Shared Goals: Align PTA plans with school improvement priorities.
  • Encourage Transparency: Avoid surprises—communicate early and often.
  • Build Mutual Trust: Value each perspective equally, even when viewpoints differ.
  • Present a Unified Front: Consistent messaging builds credibility with families and the school community.

Best Practices for Success

  • Keep decisions student-centered
  • Communicate clearly and proactively
  • Assume positive intent and build relationships first
  • Be flexible—schools are dynamic environments
  • Celebrate collaboration and shared wins

Simple Mindset Shift

  • Instead of: “PTA works alongside the school,” think: “PTA, teachers, and administration work together as one team for students”

Learn more about the roles of Administrators and Teachers here 

Advocacy

A Local PTA President plays a critical leadership role in advocacy—but the most effective approach is partnership with your Advocacy Chair (or VP of Advocacy). Think of it as shared leadership: the president sets tone and direction, while the advocacy lead drives strategy and action.

Here’s how that relationship should work in practice:

President’s Role in Advocacy

  • The president is the chief advocate and culture-setter for the PTA.
  • Set the Vision: Ensure advocacy is aligned with PTA positions, resolutions, and mission.
  • Model Engagement: Stay informed on key issues and visibly support advocacy efforts.
  • Build Relationships: Represent the PTA with school leaders, district officials, and elected representatives.
  • Ensure Compliance: Make sure advocacy activities remain nonpartisan and follow PTA guidelines.
  • Empower the Team: Appoint a strong Advocacy Chair and give them the authority and support to lead.

Advocacy Chair/VP’s Role

  • The advocacy lead is the organizer and implementer.
  • Tracks legislation and policy issues
  • Shares updates with members
  • Organizes calls to action, campaigns, or events
  • Educates families on issues impacting children and schools
  • Coordinates with council, region, and state PTA advocacy efforts

Working Effectively Together

  • Strong communication and clear expectations make all the difference.
  • Regular Check-ins: Meet consistently (weekly or biweekly during legislative session).
  • Unified Messaging: Align before communicating with members or the public.
  • Divide Responsibilities:
    • President = relationships, visibility, approvals
    • Advocacy Chair = research, communication, action steps
  • Plan Ahead: Work together to create an advocacy calendar (legislative session, school board meetings, awareness campaigns).
  • Support Each Other Publicly: Present a united front—internally and externally.

Best Practices for Success

  •  Keep advocacy mission-focused, not opinion-driven
  •  Make it accessible—break down complex issues for families
  •  Encourage member voice, not just leadership voice
  •  Celebrate small wins and participation
  •  Stay connected to state PTA priorities and resources

Simple Mindset Shift

  • Instead of: “Advocacy is one person’s job,” think: “Advocacy is our PTA’s responsibility, led by a team”

Learn about the Advocacy role in a local PTA

Membership

Membership is the foundation of PTA strength, and this partnership ensures growth and engagement.

Membership Chair’s Role

  • The Membership Chair is the recruiter and connector.
  •  Leads membership campaigns and outreach
  •  Tracks and reports membership data
  •  Engages families, staff, and community members
  •  Promotes the value and impact of PTA membership

President’s Role in This Partnership

  • The president is the champion of membership.
  • Set the Vision: Emphasize that membership is a priority for the entire board
  • Support Campaigns: Actively promote membership in communications and events
  • Encourage Board Involvement: Ensure all leaders participate in recruitment efforts
  • Celebrate Success: Recognize milestones and growth
  • Connect to Mission: Reinforce that membership supports advocacy and programs

Working Effectively Together

  • Develop a membership plan and calendar
  • Align messaging across all communications
  • Regularly review goals and progress
  • Focus on both recruitment and retention

Simple Mindset Shift

  • Instead of: “Membership is one person’s job,” think: “Membership growth is everyone’s responsibility, led by a team”

Learn more about the role of membership in PTA 

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