March 22, 2017
Dear PS 102 Parents,
At the General Meeting of the PTA on Thursday, May 11, 2017, we will be electing officers to serve on the PTA Executive Board for the 2017-2018 school year. Elections are a necessary procedure that must take place yearly, even if current officers are happy to continue to volunteer. A Nomination Committee has been formed in order to canvas for interested parents to hold positions as officers. We are asking parents who are interested in serving as officers to step forward and let us know of their intention before or during the April 6, 2017 meeting at which time nominations will be officially closed.
There is a brief description of each officer's role on the next page. If you would like your name on the ballot, please submit the tear-off below to your child's teacher no later than Wednesday, April 5, 2017.
The Nomination Committee
To be on the ballot please return to your child's teacher by 4/5/17.
Parent's Name: _______________________________________
Child's Name: ________________________________________ Class: _______________
Position that you will run for: _____________________________________
Please write a little something about yourself and why you would like to run for this position:
Duties of PTA Executive Board Officers
President or Co-Presidents: The president shall preside at all meetings of the association and shall be an ex-officio member of all committees except the nominating committee. The president shall appoint chairpersons of association committees with the approval of the executive board. The president shall delegate responsibilities to other association members and shall encourage meaningful participation in all parent and school activities. The president shall attend all regular meetings of the presidents’ council and shall be a mandatory member of the school leadership team. The president shall meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the general membership meetings. The president shall be one of the eligible signatories on checks. The president shall assist with the June transfer of association records to the incoming executive board. In the event that the association elects co-presidents, the co-presidents must decide who will serve as the presidents’ council member and who will serve as the mandatory member of the school leadership team, and inform the general membership.
Recording Secretary: The recording secretary shall record minutes at all association meetings. The recording secretary’s responsibilities shall include the preparation of notices, agendas, sign-in sheets and materials for distribution. The recording 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 recording secretary shall maintain custody of the association’s records on school premises. The recording secretary shall incorporate all amendments into the bylaws and shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal’s office. The recording secretary shall be responsible for reviewing, maintaining and responding to all correspondence addressed to the association. The recording secretary shall assist with the June transfer of all association records to the incoming executive board.
Treasurer: The treasurer shall be responsible for all financial affairs and funds of the association. The treasurer 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 shall adhere to and implement all financial procedures established by the association. The treasurer shall prepare and present a written report of all transactions at every executive board and general membership meeting. This report must include income, refunds, reimbursements and other expenditures, and opening and closing balances for the reporting period. The treasurer shall also prepare the association’s interim and annual financial reports. The treasurer shall make available all books and financial records for viewing by members upon request and for audit. The treasurer shall assist with the June transfer of all association records to the incoming executive board.
Vice President: The vice-president shall assist the president and shall assume the president's duties in his/her or their absence or at the president’s request. The vice-president shall be one of the signatories on all checks. The vice-president shall assist with the June transfer of association records to the incoming executive board. The vice-president is also responsible for arranging Teacher Recognition Day (aka Staff Appreciation Luncheon in March), the graduation party and the graduation reception.
Corresponding Secretary: The corresponding secretary shall be responsible for recording the mail received by the association and for preparing responses or correspondence at the request of the president. He/She shall be responsible for preparing and distributing notices of all association meetings. The corresponding secretary shall also maintain a notebook listing the duties of each standing committee. Additional duties shall include arrangements for the Holiday Luncheon and the Year End Executive Board party.
Financial Secretary: The financial secretary shall assist the treasurer in maintaining the financial records of the association. He/She shall be responsible for preparing financial reports required by DOE policy, regulation and bylaws.