Executive Board Roles
The roles of the SWES PTA executive board are as follows;
Section 6.7 President.
The president:
a. Shall preside at all meetings of the membership and the board of directors at which he/she may be present and shall designate another officer to preside when he/she will not be present (in the absence of such designation the board may elect any board member to preside at any meeting);
b. Shall coordinate the work of the officers, the board and the committees of this PTA council;
c. Shall perform such other duties as may be provided for by these bylaws or assigned to him/her by this PTA council or by the board of directors;
d. Shall sign all contracts of this local PTA that have been approved by the board;
e. Shall be an ex officio voting member of all committees except the nominating committee;
f. Shall give notice of the election of officers to the general membership at least ten (10) days before the last general membership meeting of the fiscal year and the notice will include the nominating committee’s slate of nominees;
g. Shall appoint the chairs and members of special committees with the approval of the board.
Section 6.8 Vice president(s). [SWES PTA has 2 VPs]
The vice president(s) shall perform duties requested by the president and the board of directors. In the event of a vacancy in the office of president, the vice president, or the vice presidents acting together if there is more than one, shall assume the duties of the president until a new president is elected pursuant to Section 7.4 of the Bylaws.
SWES PTA VPs assist with communication, calendar development, and overall coordination with committees in addition to other duties.
Section 6.9 Secretary.
The secretary shall record the minutes of all meetings of the membership and the board of directors and shall perform such other delegated duties as may be assigned by the board of directors, and shall maintain a file of important documents related to the PTA council, including but not limited to:
a. articles of incorporation of this PTA council;
b. council bylaws;
c. minutes of past meetings of the membership and board of directors;
d. a copy of the official membership roster;
e. legal documents, including but not limited to, insurance policies and contracts; f. current and past IRS returns; and
g. current and past audit reports. A current copy of the official membership roster shall be present at each meeting of the council, and the information on the roster shall be entered into the NCPTA database.
At the end of his/her term, the secretary shall transfer this file of important documents to his/her successor as secretary.
Section 6.10 Treasurer.
The treasurer shall:
a. Maintain all funds of this PTA council in approved depositories (including, but not limited to, all monies collected as dues, raised in PTA activities, received as contributions, or otherwise acquired);
b. Disburse funds as authorized by the president, board of directors, or the membership, in accordance with the annual budget adopted by this council, and maintain records identifying the purpose and payee of all disbursements;
c. Maintain a current record of income, expenditures, assets and liabilities of this PTA council and make all financial records available for inspection and review by the audit committee;
d. Present a financial report of income and expenses at each meeting of the general membership and the board of directors. This report shall compare current income and expenditures to the approved budget;
e. Prepare a year-end financial report by June 30 showing the total income and expenditures for the year, comparing those figures with the budget approved at the beginning of the year and the assets and liabilities of the PTA council, and submit the report to the incoming president, treasurer and audit committee;
f. File all required tax forms and reports in a timely manner, including but not limited to IRS form 990;
g. At the end of his/her term, transfer all financial records to the incoming treasurer by June 30;
h. Provide assistance to the audit committee upon request.
