Officer Roles & Responsibilities

• Chair Board and general meetings;

• Oversee fiscal compliance;

• Serve as a liaison with school administration or community partners;

• Prepare meeting agendas with Recording Secretary;

• Coordinate with Correspondence Secretary;

• Check in regularly with officers and committees to ensure the overall plan is on target;

• Identify challenges and inviting solutions;

• 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.

• Sign and execute all contracts, agreements, or other obligations in the name of the association.

• 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.

• 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.

• Keep a current copy of the association's state approved bylaws;

• Familiarizing yourself with all PTA programs and resources;

• Representing PTA to the community;

• Recruiting and mentoring volunteers and future leaders; and

• Volunteering at events, when available.

We have 3 Vice Presidents, Vice President Representing RHHS, Vice President Representing LAMS, and Teacher Liaison Vice President. Vice Presidents:

•  Act as aide(s) to the president.

• 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.

Implementing duties delegated by the president

Represent the president in his or her absence

• Perform specific duties as provided for in the bylaws

• Familiarize yourself with all PTA programs and resources

• Prepare for leadership by attending additional trainings

and events that may be offered by your council, region,

state or National PTA.

Ensures that appropriate financial records are kept, a budget is established and followed, and controls are in place to prevent theft or fraud. 

Responsibilities include:

• Keeping accurate records and submitting written financial statements for meetings;

• Chairing the Budget Committee, which prepares and monitors the annual budget;

• Submitting state-level reports and filings as required;

• Overseeing proper handling of money, such as ensuring money is collected, counted, recorded, and deposited promptly and appropriately; 

• Ensuring financial checks and balances are in place at all times;

• Having custody of all of the funds of the association;

• Keep a full and accurate account of receipts and expenditures;

• Make disbursements as authorized by the president, executive board, or association in accordance

with the budget adopted by the association;

• 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;

• 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;

• Present a complete annual report at the annual meeting of the association;

• Be responsible for the maintenance of such books of accounts and records as conform to the

requirements of Article V, Section 6;

• 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;

• 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;

• Pay to New York State PTA the fee for the liability insurance and fidelity bond provided the

association through the New York State PTA;

• 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;

• 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;

• File all forms required by the Internal Revenue Service and New York State agencies.

• Keep an accurate record of meeting;

• Work with the President to create a meeting agenda;

• Taking attendance and checking for quorum (minimum number of members who must be present to conduct business at a meeting) during voting;

• Presenting the draft minutes of the previous meeting, making any corrections and ensuring approved minutes are included in PTSA’s permanent record; and

• Taking minutes, including counting and recording any votes;

• Send the names and addresses of the elected officers to the region director immediately following

their election;

• Maintain a permanent file of the committee reports, membership lists and records pertaining to the

work of the association; and

• Keep a current copy of the association's state-approved bylaws.

• Sending out meeting announcements, agendas, supporting documents, and newsletters;

• Maintain a file of all correspondence pertaining to the work of the unit;

• Coordinating social media presence on Facebook & Instagram.