UHPTA Duties of Officers

EXECUTIVE BOARD

  The Executive Board shall:

  1.   Consist of all officers, committee chairs of the standing committees, the Principal of the school and teacher representatives.

  2.   Be authorized to transact necessary business of the PTA in intervals between General Membership Meetings.

  3.   Create new standing committees when necessary, and review for approval the suggestions and plans of these committees.

  4.   Accept and submit, for General Membership approval, a budget for the upcoming year.

  5.   The Executive Board should suggest, sponsor, and participate in all fundraising projects and family events of the association.

  6.   The Executive Board has the authority to approve routine expenses within the limits of the budget.

  7.   Meet once monthly during the school year.

  8.   Adhere to all decisions passed by a majority of the Executive Board.

  9.   Notify the President when unable to attend meetings.

  10.  Be prepared to report at Executive Board meetings and General Membership meetings when necessary.

  11.   Perform other assigned duties.

  12.   In the event an immediate decision needs to be made, an attempt shall be made to contact all of the officers of the Executive Board. However, only a majority is needed to make a decision.

PRESIDENT

  The President shall:

1. At all times be a member of the PTA in good standing and shall execute the policies of the organization.

2. Preside at all Executive Board and General Membership meetings.

3. Prepare an agenda for each meeting.

4. The President may call meetings of the Executive Board and General Membership at any time to discuss the affairs of the organization subject to the following conditions:

a. There will be at least three General Membership Meetings conducted throughout the school year.

b. For special Executive Board Meetings, a five-day notice shall be given to all members.

c. For special General Membership meetings, a five-day notice shall be given to all members.

5. The President and his/her officers shall appoint the chairpersons and co-chairpersons of all Standing Committees.

6. The President shall coordinate the work of all Standing Committees and shall be an ex-officio member of all Standing Committees, except the Nominating and Auditing Committees.

7. The President may put a 10-minute time limit on discussions of a specific topic at any meeting. After 10 minutes, the discussion can be resolved or tabled for further discussion at a following meeting.

8. The President can vote when voting is by ballot. In other cases, the President may vote to create or break a tie. (Do not reflect or show your vote if by voice or hand, just include your vote in the count.)

9. File his/her signatures at the bank at which funds are deposited.

10. Sign all checks, whenever possible, with the Treasurer.

11. Prepare a calendar for the year.

12. Sign all contracts for the association as President.

13. The President has the authority to spend up to $100 per situation, not to exceed $300 per elected term, without prior approval of Executive Board. This money must be spent on goods and services to the benefit of the University Heights Howard D. Morrison Memorial Elementary School PTA, Inc..

14. Have copies of current memberships and lists of Past Presidents and Life Members.

15. Prepare, maintain and distribute a copy of the Executive Board list, volunteers list and Chairs and Co-chairs lists.

16. Create special committees as needed.

VICE PRESIDENTS

  The Vice President of Fundraising shall:

1. Be responsible to assist the President and Treasurer in drafting a feasible budget for the pending year. 

2. Suggest a minimum of one fundraising project for the approaching year. 

3. Oversee all fundraising projects. 

4. In the event that the President is unable to conduct a General Membership or Executive Board meeting, then the Vice President of Fundraising will perform the duties of the President. 

5. Act as an aide to the president . 

6. Complete the term of the President in the event that the President is unable, for any reason, to complete his/her term. 

7. Chair (or find someone to chair) all fundraisers. 

8. Oversee the Ways and Means Committee.

  The Vice President of Assemblies shall:

1. Arrange not less than one program per year for the students.

2. In the event that the President and Vice President of Fundraising are absent from a General Membership or Executive Board meeting, it is the responsibility of the Vice President of Assemblies to conduct the meeting.

3. Act as an aide to the president.

4. Perform the duties of the President in the event that the President a unable , for any reason to complete his/her term and the VP of Fundraising can not complete the President's term.

5. Aid the faculty of the school in any program function involving the students upon the request of the Principal or teacher representative.

TREASURER

  The Treasurer shall:

1. Maintain accurate records of all financial transactions of the association, including:

a. Gross income;

b. Receipts; and

c. Disbursements of the association.

2. Have custody of the association funds and shall deposit them into the bank approved by the Executive Board. He/she shall continue service at the designated bank until there is a majority vote of the Executive Board to change banks.

3. At every Executive and General Membership meeting, the Treasurer shall submit, in duplicate, a report stating the running yearly totals of all receipts and disbursements since the previous meeting ( 1 given to the President and 1 given to the recording Secretary).

4. Submit, for yearly PTA audit, a complete financial statement in duplicate to the Audit Committee by June 30th.

5. Assist the President and Vice President of Fundraising in drafting a feasible budget for the pending school year.

6. Prepare a copy of the budget that was approved by the Executive Board for the school year and distribute same at the September General Membership meeting.

7. Prepare and make available a copy of the budget to the Executive Board members at the start of each Executive Board meeting.

8. Keep an accurate and detailed account of all monies received and disbursed.

9. Receive all monies for all accounts and give receipts for the same.

10. Make disbursement checks for approved expenditures WITH PROPER RECEIPTS provided from board members and chairmen.

11. Keep the record of the National and State portions of dues separate from the general funds of the PTA.

12. Send payment for insurance and other agency payments by the required filing dates.

13. Prepare and file the 990/990-EZ and Charities Registration forms when required.

14. Complete and file new bank forms, when necessary.

15. Keep track of tax documents.

16. Pay County Council and Local Hamilton Township PTA dues when required.

17. The new Treasurer shall not assume duties until the accounts have been audited.

Recording Secretary

  The Recording Secretary shall:

1. Maintain a complete and accurate record of the proceedings, motions, decisions, and transactions conducted at the Executive Board and General Membership Meetings.

2. Have the official copy of the approved By Laws and Standing Rules.

3. Send the names and addresses of the newly elected officers to the State Office of the New Jersey PTA and Mercer County PTA President.

4. Insure all meetings are conducted according to the parliamentary rules as specified in Roberts Rules of Order. The handbook should always be available at all meetings.

5. Aid the President, officers, and members regarding the Standing Rules and By Laws of the PTA.

6. Submit three copies of the approved By Laws to the NJ State PTA every three (3) years.

7. Perform the duties of the Corresponding Secretary in his/her absence.

8. Notify the County PTA and NJPTA of any changes of address.

9. Keep track of all original certificates, i.e., Incorporation Certificate, Raffle License, etc.

10. Chair the Procedure and By Laws committee.

11. Prepare a sign in sheet for all Executive Board meetings, and keep track of all voting members.

12. Bring to each meeting:

a. A copy of the current NJPTA approved, Local PTA bylaws and the standing rules;

b. A list of all members;

c. The agenda;

d. The minutes of the previous meeting. Including the Treasurer’s report;

e. The list of unfinished business;

f. The list of all committees, their chairmen, and members. 

CORRESPONDING SECRETARY

  The Corresponding Secretary shall:

1. Conduct the correspondence of the association as directed by the President or Executive Board.

2. Read the correspondence received and correspondence sent at all Executive Board meetings.

3. Maintain an up to date file of all correspondence.

4. Prepare and distribute a copy of the By Laws to each member of the Executive Board upon request.

5. Keep track of, distribute and collect procedure manuals for all standing committees.

6. Set up and maintain the E-Notification program, as well as, distribute all approved communications.