2014 PTA Executive Board Elections Roles and Responsibilities of all the Executive Board Positions

Transcription

1 2014 PTA Executive Board Elections Roles and Responsibilities of all the Executive Board Positions Nominations will be received at the PTA General Meetings on April 29, 2014 meeting at 8:30 AM, and May 20, 2014 meeting at 6:30 PM, and June 10, 2014 meeting at 8:30 AM. Elections will be held at the June 10, 2014 meeting at 8:30 AM. Duties of Officers -President or Co-Presidents: The president or co-presidents shall preside at all meetings of the association and shall be an ex-officio member of all committees except the nominating committee. The president or co-presidents shall appoint chairpersons of PTA committees with the approval of the The president or co-presidents shall delegate responsibilities to other PTA members and shall encourage meaningful participation in all parent and school activities. The president or co-presidents shall attend all regular meetings of the presidents council and shall be a mandatory member of the school leadership team, unless he/she opts to appoint a designee to serve in either capacity. Representatives to President s Council should be approved by the general membership. The president or co-presidents shall meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the general membership meetings. The president or co-presidents shall be one of the eligible signatories on checks. The president or copresidents shall attend FACE professional development seminars and/or webinars relating to association leadership. The president or co-presidents are mandatory members of the school s Safety Committee and must attend monthly Safety Meetings to be set by the Principal. The president or copresidents shall assist with the June transfer of PTA records to the incoming In the event that the association elects co-presidents, the remaining executive board members in consultation with the association will determine which co-president will serve as the core member on the school leadership team and which co-president will serve as the school s representative to the region/district presidents council.

2 -Recording Secretary: The Recording Secretary shall be one of the signatories on the PTA checking account in the event of a sole president and sole treasurer. The secretary shall maintain the official record (minutes) of the proceedings and actions of all association meetings. The secretary s responsibilities shall include the preparation of, sign-in sheets and materials for distribution. The secretary shall prepare and read the minutes of each association meeting and shall distribute copies of the minutes at the next scheduled meeting for review and approval by the general membership. The secretary shall maintain custody of the association s records on school premises. The secretary shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal s office. The secretary shall be responsible for reviewing and maintaining all correspondence addressed to the association. The secretary shall assist with the June transfer of all PTA records to the incoming -Treasurer or Co-Treasurers: The treasurer(s) shall be responsible for all financial affairs and funds of the association. The treasurer(s) shall also be responsible for maintaining an updated record of all income and expenditures on school premises and shall be one of the signatories on checks. The treasurer(s) shall adhere to and implement all financial procedures established by the association. The treasurer(s) shall be prepared to present and provide copies of financial reports at all association meetings. The treasurer(s) shall also prepare and provide copies of the interim and annual financial reports. The treasurer(s) shall make available all books or financial records for viewing by members upon request and for audit. The treasurer(s) shall attend OFEA professional development seminars relating to financial affairs. The treasurer shall assist with the June transfer of all PTA records to the incoming -1st Vice President: The role of the 1st Vice President is to run the School Store located outside the cafeteria. The 1st Vice President will actively recruit, train, schedule, organize and clearly communicate direction to all school store volunteers. The 1st Vice President will purchase, maintain records and coordinate payment of vendors utilized to furnish the School Store with

3 merchandise. The 1st Vice President will effectively communicate School Store issues to the Principal and President or Co-presidents. The 1st Vice President shall assist the President or Co-presidents and shall assume the President's or Co-presidents duties in his/her or their absence upon the President s or Copresidents request. The 1st Vice-President shall assist with the June transfer of PTA records to the incoming -2nd Vice President: The role of the 2nd Vice President is to provide assistance and help coordinate fundraising activities together with the 3rd Vice President. Fundraising activitiesinclude soliciting new vendors and new fundraising prospects, facilitating effective communication between the PTA and vendors, communicating fundraising ventures to the general membership, and to accurately maintain records of fundraising activities by providing fundraising activity reports to the executive board and general membership using the DOE form found at The duties include recruiting volunteers and forming a committee of volunteers from the general membership to help with events and fundraising activities and holding regular committee meetings as necessary throughout the year. The 2nd Vice President should be familiar with the A-610 and A-660 Chancellor Regulations. At least one Fundraising Vice President should be present at all PTA fundraising events. The 2nd Vice President shall assist the President or Co-presidents and shall assume the President's or Co-presidents duties in his/ her or their absence upon the President s or Co-presidents request. The 2nd Vice-President shall assist with the June transfer of PTA records to the incoming -3rd Vice President: The role of the 3rd Vice President is to provide assistance and help coordinate fundraising activities together with the 2nd Vice President. Fundraising activities include soliciting new vendors and new fundraising prospects, facilitating effective communication between the PTA and vendors, communicating fundraising ventures to the general membership, and to accurately maintain records of fundraising activities by providing fundraising activity reports to the executive board and general membership using the DOE form found at The duties include recruiting volunteers and forming a committee of volunteers from the general

4 membership to help with events and fundraising activities and holding regular committee meetings as necessary throughout the year. The 3rd Vice President should be familiar with the A-610 and A-660 Chancellor Regulations. At least one Fundraising Vice President should be present at all PTA fundraising events. The 2nd Vice President shall assist the President or Co-presidents and shall assume the President's or Co-presidents duties in his/ her or their absence upon the President s or Co-presidents request. The 3rd Vice-President shall assist with the June transfer of PTA records to the incoming -AM Hospitality and PM Hospitality: There will be one elected Hospitality executive board position for morning (am) PTA meetings and events and one elected Hospitality executive board position for evening (pm) PTA meetings and events. It is the role of the Hospitality positions to ensure that our meetings have an overall atmosphere of community and goodwill. To help ensure our meetings and events have an overall positive climate, the person(s) in charge of Hospitality will coordinate, supervise, purchase and setupcleanup items supplied for meetings. The Hospitality person(s) will also communicate effectively to the President or Co-presidents or Principal if help is needed from other sources from within the building. This will help to ensure that efficiency and cleanliness is maintained at all times. The Hospitality person(s) shall assist with the June transfer of PTA records to the incoming -Goodwill Ambassador/Community Liaison: The role of the Goodwill Ambassador/Community Liaison is to encourage that an overall positive climate is maintained between the PTA and the School Community. This includes effectively communicating issues and concerns of the general membership to the community at large, elected officials, public service agencies, and the local press as necessary. Goodwill Ambassador/Community Liaison will communicate with the Parent Coordinator and/or Guidance Counselors to assist any family or staff member that could use assistance. Assistance may be interpreted based on a specific occurrence or event. The Goodwill Ambassador/Community Liaison is also in charge of coordinating, communicating, purchasing, and delivering gifts to the staff and volunteers as

5 agreed upon by the executive board and general membership. The Goodwill Ambassador/Community Liaison shall assist with the June transfer of PTA records to the incoming -Corresponding Secretary: The Corresponding Secretary is responsible for maintaining the JHS194pta.org/.com website in a timely manner to ensure communication is efficiently provided to the JHS 194Q PTA community. It is also the responsibility of the Corresponding Secretary to create, publish and distribute all JHS 194Q PTA notices and/or meeting agendas within 10 calendar days as in accordance with the CR A-660. The Corresponding Secretary shall assist with the June transfer of PTA records to the incoming