Executive Board Descriptions

PTA Executive Board Positions and Descriptions

PTA Executive Board members are elected annually. Positions are open to any parent, legally appointed guardian or person in parental relation to any child in PS 209Q. Executive Board positions and responsibilities are as follows:


President or Co-Presidents(MANDATORY POSITION)

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 or CoSecretary (MANDATORY POSITION)

The recording secretary shall record minutes at all association meetings.  The recording secretarys 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 associations 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 principals 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 or Co-Treasurer (MANDATORY POSITION)

The treasurer shall be responsible for all financial affairsand 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 associations 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 oall association records to the incoming executive board. 


Vice President/Membership & Programming

or Co-Vice President / Membership & Programming

The vice-president shall assist the president or co-presidents and shall assume the president's or co-presidents duties in his/her or their absence or at the presidents or co-presidents request including participation in Presidents Council meetings. 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 position will be responsible for the administration of all membership dues including but not limited to flyers, collections, tracking, classroom rewards. Additionally this position will also be responsible for bringing enrichment assembly shows, after school programs, and supplemental in class instruction such as science and art programs into the school. These are to be age appropriate, and approved by the PTA Executive Board and principal. This includes coordinating with the principal, assistant principal and classroom teachers as to the best dates and times suitable for all.  


Fundraising Coordinator or Co-Fundraising Coordinator

The Fundraising Coordinator or Co-Fundraising Coordinator is responsible for organizing, implementing and overseeing the fundraising activities of the Association. All fundraisers must be voted on and approved by the General Membership. In turn, this approval gives the Fundraising Chairperson the right to conduct all transactions deemed necessary to properly run the activity without returning to the General Membership for further approval. A Fundraising Activity Report must be submitted to the President, the General Membership and the Principal at the end of each event. Fundraising activities must adhere to the rules set forth in the Regulations of the Chancellor. The Fundraising Coordinator or Co-Fundraising Coordinator will be responsible to seek a Box Top Coordinator for the new school year. The Box Top Coordinator will be responsible for collecting, sorting, and mailing box tops. Mailings will be performed in October and March as listed on www.boxtops4education.com. He/she will ensure a box top deposit box is displayed in the school the lobby and a flyer detailing the box top regulations is sent home to parents. If the the Fundraising Coordinator or Co-Fundraising Coordinator fails to locate a volunteer for the Box Top Coordinator, he/she will assume the duties of the position. 

Corresponding Secretary/Hospitality Coordinator
 or Co-Corresponding Secretary/Hospitality Coordinator

The Corresponding Secretary/Hospitality Coordinator shall conduct all correspondence of the Association. He/she is responsible for preparing responses or correspondence at the request of the President. He/she is responsible for preparing and distributing all notices of Association meetings and events. He/she is also responsible for the distribution of regular incoming mail to the PTA executive board members. The Corresponding Secretary shall be responsible for retrieving the messages from the PTA school voicemail box and distributing the messages in written form via email to the appropriate Executive Board member. The Corresponding Secretary shall be responsible for maintaining the PTA Bulletin Board and ensuring all current PTA flyers are posted thereon. This position is also responsible for coffee, drinks, snacks, etc. at all executive board and general meetings, plus any subsequent occasions that are PTA related where refreshments are deemed necessary. This includes purchase of all goods including foods, paper goods, tableware, etc. This is to be reimbursed by check upon submission of receipts to the treasurer. This position shall be responsible for coordinating Staff Appreciation Day with PS 209 Queens administrative personnel. In addition, he/she shall work closely with PS 209 Queens and ensure an adequate amount of refreshments/food is provided for Career Day.  


Website/Volunteer Coordinator

or Co-Website/Volunteer Coordinator

The Website/Volunteer Coordinator is responsible for maintaining the PTA website. This includes ensuring all information is continuously updated and accurate. The Website Coordinator shall collect all pertinent information such as Shouts Outs and grade-level writings from the PTA editor, the sponsors list from the Newsletter/Advertising Coordinator, and individual Executive Board member contributions for upload onto the PTA website. The Website Coordinator will create a monthly newsletter to be distributed via e-News to all subscribers. The Website Coordinator will also work closely with the Executive Board to maintain site standards with regard to new development. The Website Coordinator will ensure a consistent look and format is maintain throughout the website. The Website Coordinator keep current with emerging web technologies. He/She shall be responsible for archiving all web-based information for future needs and reference. This position is responsible for seeking out and encouraging parent involvement in the school. This may be done through flyers, signup sheets or phone calls. The Website/Volunteer Coordinator may be requested by the President or the Executive Board to help set up committees or to seek individual assistance from the General Membership in all aspects of the Association. They may also be asked to help staff internal programs in the school. All requests for such staffing must come through the Principal to the President and then relayed to the Coordinator. The Volunteer Coordinator shall maintain a new database of volunteers each school year. The Website/Volunteer Coordinator will assist the Fundraising Coordinator or Co-Fundraising Coordinator with staffing fundraising events by sending volunteer requests via email to those volunteers listed in the database. The Website/Volunteer Coordinator shall be in charge of the accurate and timely dissemination of information via email to Class Parents. The Volunteer Coordinator will maintain an updated list of Class Parents and provide the list to the Executive Board no later than the November meeting. The Website/Volunteer coordinator will work with Administration (including the Parent Coordinator) to be the point person for all Class Parents including but not limited to administering the lists, communications, etc. 


PTA Editor/Advertising Coordinator

or Co-PTA Editor/Advertising Coordinator

This position is responsible for collecting and organizing monthly Shout-Out requests and grade-level writing contributions for the PTA website. This entails set up, typing, and forwarding the Shout-Outs and writing contributions to the Website/Volunteer Coordinator for uploading onto the PTA website. The PTA Editor/Advertising Coordinator will collect monies associated with Shout-Out requests and accurately log the funds for deposit by the Treasurer. The PTA Editor/Advertising Coordinator shall be responsible for coordinating with the teacherin obtaining each grade levels (one grade per month) writing contribution for the PTA website. The PTA Editor/Advertising Coordinator shall confer with the Assistant Principal and shall strive to coordinate writing samplewith monthly and/or school related themes such as Womens History Month, Black History Month, School Spirit Week, etc. The PTA Editor/Advertising Coordinator will ensure the Corresponding Secretary forwards a monthly Shout-Out request to all parents. The PTA Editor/Advertising Coordinator will work closely with the Website/Volunteer Coordinator and ensure all website material submitted to the Website/Volunteer Coordinator is copyedited and proofread. Thisposition is also responsible for bringing appropriate advertising for the PTA Website. Responsibilities also include billing and collecting payment from the sponsors. He/She shall maintain a list of all sponsors tracking advertising revenue and reporting such at each Executive Board meeting. The PTA Editor/Advertising Coordinator shall notify the Website/Volunteer Coordinator as to when ads are to run on the PTA Website. The Advertising Coordinator will track, compile, proofread and forward completed ads to the Website/Volunteer Coordinator for upload onto the PTA website. The PTA Editor/Advertising Coordinator shall be responsible for building and maintaining relationships with sponsors as well as seeking new advertisements each year.  


Fifth Grade Committee Chair or Co- Fifth Grade Committee Chairs

This position is responsible for coordinating all Fifth Grade activities in accordance with general PTA rules, guidelines and governed by these Bylaws. The Fifth Grade Committee Chair is responsible for creating a committee of fifth grade parents to plan and coordinate fifth grade activities including but not limited to yearbook, fundraising events, year-end party, etc. The Fifth Grade Committee Chair is responsible for maintaining all financial records and submitting a monthly report to the Treasurer to include in the PTreports. All funds generated from the fifth grade committee are PTA funds. The Fifth Grade Committee Chair must get all activities and flyers, including fundraising events approved by the PTA President and Principal.  The Fifth Grade Committee Chair must give the Treasurer all funds to deposit at the bank but will assist with the counting, sorting and calculations of funds.


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