Executive Board Positions 2022-2023
At our April general meeting last night, the nominating committee presented the slate of officers for the 2022-23 year.
SOCES PTA Unit Bylaws:
ARTICLE VII – OFFICERS AND THEIR ELECTION #
Section 1. Each officer shall be a member of this PTA.
Section 2. Officers and their election: a. The officers of the association shall consist of a president, 2 vice president(s), a recording secretary, a corresponding secretary, and a treasurer. b. Officers shall be elected by ballot annually at a regular meeting of the association in the month of May. However, if there is only one nominee for any office, election for that office may be by voice vote. c. Officers shall assume their official duties on July 1 and shall serve for a term of one year or until a successor is elected. Notwithstanding the provisions of this section, no member shall remain in office for more than two consecutive one-year terms or one two-year term. In the event a successor is not elected after said two years, the position shall be declared vacant and the vacancy shall be filled as provided in these bylaws. d. Officers may serve for a maximum of two consecutive one-year terms in the same office. An officer who has served more than one-half of a term shall be credited with having served that term. # e. No person shall hold more than one office at the same time. # f. No person under the age of 18 shall be eligible to serve in the office of president, recording secretary (or secretary) or treasurer.
Section 3. Nominating Committee a. There shall be a nominating committee consisting of 5 members: 2 of whom shall be elected by the executive board from its body, and 3 who shall not be members of the executive board, elected by the association at a regular meeting of the association at least sixty (60) days prior to the election meeting. The committee shall elect its chair. An alternate will be elected. b. The nominating committee shall nominate one person for each office to be filled. c. Members of the nominating committee may be nominees for office without resigning from the committee. d. Only those persons who have consented to serve if elected shall be nominated for or elected to such office. e. The nominating committee shall present its report at the regular meeting of the association in May at which time additional nominations may be made from the floor. (See letter (f) if applicable). The report of the nominating committee will be published two weeks prior to the meeting. f. Additional nominations may be made from the floor provided the written consent of the nominee has been secured and the chair of the nominating committee has received notice at least two business days prior to the election meeting of the candidate's intention to run.
Section 4. Vacancies A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive board, notice of such election having been given to the executive board. In case a vacancy occurs in the office of the president, the first vice president shall serve notice of the election to the executive board.
DUTIES OF OFFICERS
The president shall:
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.
When present, preside at all meetings of the association, the executive board, and the executive committee.
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.
Coordinate the work of the officers and committees of the association in order that the Purposes may be promoted.
Keep a current copy of the association's state approved bylaws.
The vice president(s) shall:
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.
Vice presidents shall be elected by job title (VP of Legislation, VP of Programs, etc).
The recording secretary shall:
Record and maintain a permanent file of the minutes of all meetings of the association, executive board and the executive committee. Adoption Date: 10/19/2021 8 ©NYS PTA® Unit Bylaws 8/24/2021
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.
Keep a current copy of the association's state-approved bylaws.
The corresponding secretary shall:
Conduct the correspondence of the association under the direction of the president.
Maintain a file of all correspondence pertaining to the work of the unit.
Send notices of meetings as required.
The treasurer shall:
Have 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 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.
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.
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. Adoption Date: 10/19/2021 9 ©NYS PTA® Unit Bylaws 8/24/2021
File all forms required by the Internal Revenue Service and New York State agencies.
All officers shall:
Meet the fiduciary duties of careful and prudent judgment and adherence to the associations purposes and rules.
Attend local, regional and/or state PTA training workshops.
Perform the duties outlined in these bylaws and those assigned from time to time.
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.
For the full copy of the SOCES PTA bylaw - click here