DESCRIPTIONS OF THE EXECUTIVE COMMITTEE ROLES

PRESIDENT(S)

The President(s) is elected by the Association.  The outgoing President(s) shall be responsible for all business pertaining to his/her administration.  The newly elected President(s) may make the necessary preparations for the following year.  The incoming President(s) shall be responsible for all business pertaining to the following fiscal year.

The President(s) shall:

  1. Prepare an agenda for each meeting with or without the assistance of the Recording Secretary.
  2. Preside at all meetings.
  3. Call meetings to order on time and proceed with the business.
  4. Maintain a fair and impartial position at all times.
  5. Vote when voting is to be by ballot or to make or break a tie.
  6. Have a copy of the Association’s current state-approved bylaws at every meeting.
  7. Prepare the calendar with the Executive Committee.
  8. Coordinate the work of the Executive Committee and Chairmen so that the goals of the PTA are realized.
  9. File signature(s) at the bank where the funds are deposited and sign checks with the Treasurer.
  10. Sign all contracts for the Association with name and title (President).
  11. Approve all flyers.
  12. Share all national, state, and region PTA mailings and other information with all unit members, especially the appropriate Chairmen.  See that the name, address, and telephone number of the succeeding-year President are sent to the Region Director.
  13. Notify the PTA Region Director of any change of address.
  14. Attend PTA region and state leadership training workshops and encourage board members to attend also.
  15. Represent the Association at PTA region and state functions or assign an alternate.
  16. In cooperation with the Executive Committee, appoint one Council Delegate and alternate and the Committee Chairmen, including all special Committee Chairmen, except for those which other provision is made, and fill vacancies in Chairmen of all committees, except those for which other provision is made.
  17. Meet at least five (5) times a year with the Executive Committee.
  18. Be a member ex-officio of all committees, except that the President(s) shall not be elected or appointed a member nor serve as ex-officio of the nominating and audit committees.
  19. Represent the Association at meetings of the Massapequa Council of Parent-Teacher Associations.
  20. Represent the Association at meetings with the Superintendent.
  21. Send a meeting notice with at least five (5) days notification to Executive Committee and Executive Board members.
  22. Must be available when functions are happening at the school.

FIRST VICE PRESIDENT

The First Vice President shall:

  1. Act as an aide to the President(s).
  2. Preside at meetings of the Association when the President(s) is unable to attend.
  3. Represent the Association at meetings the President(s) cannot attend.
  4. File signature at bank where the funds are deposited and sign checks with the Treasurer.
  5. Serve as a Council Delegate at the Massapequa PTA Council.
  6. Coordinate and supervise all Council Committees, Membership Committee and those committees closely related to work of the Council.
  7. Serve Notice of Election, or assume duties for the remainder of the term, when a vacancy occurs in the office of President (Refer to Bylaws Article VII, Section 4).
  8. Receive the additional mailing subscription ordered from Nassau Region.
  9. Collect and maintain a file of all Committee Reports for those overseen.
  10. In February, coordinate with Assistant Principal to select and order Student Planners for designated grades.
  11. Must be available when functions are happening at the school.

SECOND VICE PRESIDENT

The Second Vice President shall:

  1. Act as an aide to the President(s).
  2. Serve in the place of the First Vice President, when necessary (i.e., act as an aide to the President(s), preside at Association meetings when the President(s) and First Vice President are unable to attend, and represent the PTA at meetings to which assigned).
  3. Coordinate and supervise all committees that provide the funding for PTA projects and non- council related committees.  Must be available when functions are happening at the school.
  4. Work with the Treasurer.
  5. Receive the additional mailing subscription ordered from Nassau Region.
  6. Collect and maintain a file of all Committee Reports for those overseen.
  7. Maintain updated and accurate class lists from Main Office.

RECORDING SECRETARY

The Recording Secretary shall:

  1. Assist the President with preparation of the meeting agenda by providing a list of unfinished business.
  2. Bring to each meeting the following:
  3. a)  One (1) copy of the Association’s current state-approved bylaws and the procedures.
  4. b)  A list of members.
  5. c)  The agenda.
  6. d)  The minutes of the prior meeting, including the Treasurer’s reports.
  7. e)  A list of all committees, their chairmen and members.
  8. Record minutes at Executive Committee, Executive Board, and Association (general membership) meetings.
  9. Prepare minutes and present copy to President(s) for approval before distribution at monthly meetings and on the Parent Email Portal.
  10. Send names and addresses of elected officers to the PTA Region Director immediately following the election.
  11. Maintain a permanent printed file of minutes, committee reports, membership lists, and records of the Association.
  12. Indicate in the minutes the name of the officer who performed the monthly reconciliation of the bank statement.  Association minutes shall be printed and distributed at the next meeting. 
  13. Compile and distribute names and addresses of officers or standing Committee Chairmen.
  14. Maintain a directory of the PTA Executive Board (officers and Committee Chairmen) to be distributed to the members of the Executive Board and placed on the bulletin board in the PTA office.
  15. Should maintain the attendance record of board members.
  16. Provide copies of the agenda at meetings, upon review and approval of President(s).
  17. Must be available when functions are happening at the school.

CORRESPONDING SECRETARY

The Corresponding Secretary shall:

  1. Conduct the correspondence of the Association under the direction of the President(s), Executive Board, or the Association.  Keep membership informed of all correspondence received.
  2. Prepare for distribution to the membership all notices of Association (general membership) meetings.
  3. Maintain a file of all correspondence.
  4. Order and maintain all office supplies.
  5. Maintain PTA calendar of events in PTA Office and on master calendar.
  6. Must be available when functions are happening at the school.

TREASURER

The Treasurer shall:

  1. Be custodian of ALL funds.
  2. File new bank cards prior to the new officers assuming office, indicating two signatures required on checks.
  3. Include the following in the report at all meetings:
  4. a)  Balance on hand in all accounts at the beginning of the period covered by the report.
  5. b)  Total receipts and disbursements in all accounts.
  6. c)  Total balance on hand on date of report.
  7. Have bank statement reconciled monthly by an officer who has not signed checks during that period.
  8. Report at the meeting of the Association the name of the person who reconciled the bank statement.
  9. Keep an accurate and detailed account of all monies received and disbursed.
  10. Receive all monies for all accounts and give a receipt after verifying amount.
  11. Pay all bills by check.  Make no disbursements without proper receipts and only for approved expenditures.
  12. Keep President(s) advised of financial transactions.
  13. Present budget report to President(s) every three (3) months or as requested.
  14. Alert Executive Board to budget lines near depletion as well as those over budget.
  15. Include PTA name and code number on all checks submitted to region, state, and National PTAs.
  16. Submit insurance premium to the PTA state office by June 1.
  17. Submit the state and national PTA portion of dues collected to the PTA state office indicating unit’s name and code number with accurate membership count.  First payment must be submitted by November 1 and subsequent payments made thereafter.  Final payment must be in state office by March 31.
  18. Keep the record of state and national PTAs portions of dues separate from the record of unit’s general fund.
  19. Pay council dues as required by council bylaws.
  20. Deposit all funds received in PTA account immediately following an event.  For night functions, arrange for a night deposit drop if possible.
  21. Use PTA funds to purchase New York State PTA Honorary Life Membership for candidate(s) selected by committee.
  22. Have books, records, and receipts prepared for audit at least two (2) weeks prior to the meeting at which audit report is due (Bylaws, Article XII, Section 8).
  23. Prepare an estimated annual report for the meeting of the Association in June.
  24. Prepare and file the IRS 990 form when required, within 4 ½ months after the end of the fiscal year.
  25. Keep Association funds in at least two (2) accounts:
  26. a)  Checking account in which all receipts shall be deposited and from which all expenses shall be paid.
  27. b)  Savings account (funds may be transferred from the savings account to the checking account as needed.
  28. Present proposed budget to the Executive Committee for review and to the Association for adoption.
  29. In September, prepare a complete annual report for the prior year.