The roles available for PTA Executive Committee
within the NPS PTA are as follows:
President
VP
Treasurer
Secretary
Historian
The roles available for PTA Council Delegates
within the NPS PTA are as follows:
Curriculum
Budget
Legislative
The PTA Executive Board consists of:
President
Vice President
Secretary
Treasurer
Curriculum
Budget
Legislative
DUTIES OF OFFICERS
The President's Duties:
a. Have general charge and supervision of the business and affairs of the association and perform the duties usually incident to the office of president of a not-for-profit association, chartered by the New York State PTA and organized under the laws of New York State.
b. Sign and execute all contracts, agreements, or other obligations in the name of the association.
c. When present, preside at all meetings of the association, the executive board, and the executive committee.
d. Be a member ex officio of all committees except of the nominating committee or the audit
committee. The president may not be an ex officio, elected, or appointed member of these two
committees.
e. In cooperation with the executive committee, appoint the committee chairs including all special committee chairs, except those for which other provision is made, and fill vacancies in chairs of all committees, except those for which other provision is made.
f. Coordinate the work of the officers and committees of the association in order that the Purposes may be promoted.
g. Keep a current copy of the association's state approved bylaws.
The Vice President's Duties:
a. Act as aide(s) to the president.
b. Perform the duties of the president in the absence or inability of that officer to act. In order to
perform the duties of the president, a person must be at least 18 years of age.
The Secretary's Duties:
a. Record and maintain a permanent file of the minutes of all meetings of the association, executive board and the executive committee.
b. Send the names and addresses of the elected officers to the region director immediately following their election.
c. Maintain a permanent file of the committee reports, membership lists and records pertaining to the work of the association.
d. Keep a current copy of the association's state-approved bylaws.
e. Conduct the correspondence of the association under the direction of the president.
f. Maintain a file of all correspondence pertaining to the work of the unit.
g. Send notices of meetings as required.
The Treasurer's Duties:
a. Have custody of all of the funds of the association.
b. Keep a full and accurate account of receipts and expenditures.
c. Make disbursements as authorized by the president, executive board, or association in accordance with the budget adopted by the association.
d. Issue written receipts for donations of seventy-five dollars ($75) or more, indicating the portion of the donation exceeding the value of the goods or services received that is deductible.
e. Serve as chair of the budget committee to prepare a budget for submission to the executive board for review and to the association for adoption.
f. Present a financial statement at every meeting of the association and at other times when requested by the executive board.
g. Present a complete annual report at the annual meeting of the association.
h. Be responsible for the maintenance of such books of accounts and records as conform to the
requirements of Article V, Section 6.
i. Keep the records of the National PTA and the New York State PTA portions of the dues separate from the portion of the association, in accordance with Article V, Section 6.
j. Pay the National PTA and the New York State PTA portions of the dues to the New York State PTA in accordance with Article VI, Section 6.
k. Pay to New York State PTA the fee for the liability insurance and fidelity bond provided the
association through the New York State PTA.
l. Submit all financial records in accordance with Article XII, Section 8 to the audit committee or a professional auditor at least two weeks prior to date audit report is due.
m. Have the accounts examined annually, or upon change of treasurer, by an audit committee or a professional auditor who, satisfied that the treasurer's annual report is correct, shall sign a statement of that fact at the end of the report.
n. File all forms required by the Internal Revenue Service and New York State agencies.
o. Pay the annual PTA council duesto the 10-022 Uniondale Council of PTAs.
All officers shall:
a. Meet the fiduciary duties of careful and prudent judgment and adherence to the associations
purposes and rules.
b. Attend local, regional and/or state PTA training workshops.
c. Perform the duties outlined in these bylaws and those assigned from time to time.
d. Turn over to the president or successor all pertinent records, books and materials and return to the treasurer all funds without delay upon the expiration of the term of office, or in case of resignation.
EXECUTIVE COMMITTEE
Section 1. The executive committee shall consist of the officers of the association .
Section 2. The executive committee shall:
a. In cooperation with the president, appoint the committee chairs including all special committee chairs, except those for which other provision is made, and fill vacancies in chairs of all committees, except those for which other provision is made.
b. Appoint delegates to the New York State PTA convention in accordance with the provisions of the bylaws of the New York State PTA and to other state and regional meetings of other associations.
c. Transact necessary business between meetings of the executive board and all business referred to it by the executive board or association.
d. Make recommendations to the executive board.
Section 3. The executive committee shall meet at the call of the president or a majority of the executive committee members. At least ten (10) days' notice shall be given.
Section 4. In the event that a live in-person meeting cannot be held, members of the Executive Committee may participate in and act at any meeting of the Executive Committee by conference call, teleconference, or other electronic media where all participating in the meeting can communicate with each other at the same time as permitted by applicable law. Participation in such a meeting shall constitute attendance and presence in person at the meeting. Any voting that must take place should be a platform that allows for all Executive Committee members to participate.
Section 5. Special meetings of the executive committee may be called by the president or upon the request of the majority of the members. At least two (2) days' notice shall be given.
Section 6. A majority of the executive committee shall constitute a quorum.
COUNCIL MEMBERSHIP
Section 1. The association shall be represented at meetings of the 10-022 Uniondale Council of PTAs by the president/alternate and by 5 council delegates. (number not to exceed the maximum number allowed as determined by the council bylaws)
Council delegates:
a. Must be members for the current membership year of the local unit they represent.
b. Nominated and elected by the same method and at the same time as the officers of the association
c. Shall attend council meetings regularly and report on them to the association or to the executive board.
Section 2. The association shall pay annual dues to the 10-022 Uniondale Council of PTAs in the amount determined by the council bylaws.
EXECUTIVE BOARD
Section 1. Each board member shall be a member of this PTA.
Section 2. The executive board shall consist of the executive committee, chairs of the standing committees, Council Delegate(s), Immediate Past President (if available), Teacher liaisons, Historian.
Section 3. A PTA member shall not serve as a voting member of a constituent association's board at the local, council, region, state, or national level while serving as a paid employee of, or under contract to, that constituent association.
Section 4. The executive board shall:
a. Transact necessary business in the intervals between regular association meetings and such other business as may be referred to it by the association.
b. Create committees, in accordance with the provisions of Article XII.
c. Approve the plans of work of the standing committees.
d. Present a report at the regular meetings of the association.
e. Review and submit the budget prepared by the budget committee to the association for adoption.
f. Appoint an audit committee of no fewer than three (3) members or a professional auditor at least two (2) weeks prior to the date the audit report is due.
g. Fill vacancies in office.
Section 5. The executive board shall meet at least two (2) times a year, the dates, and times to be determined by the board. At least ten (10) days' notice shall be given.
Section 6. In the event that a live in-person meeting cannot be held, members of the Executive Board may participate in and act at any meeting of the Executive Board by conference call, teleconference, or other electronic media where all participating in the meeting can communicate with each other at the same time as permitted by applicable law. Participation in such a meeting shall constitute attendance and presence in person at the meeting. Any voting that must take place should be a platform that allows for all Executive Board members to participate.
Section 7. Special meetings of the executive board may be called by the president or upon the request of a majority of the members. At least two (2) days' notice shall be given.
Section 8. A majority of the executive board shall constitute a quorum.