Duties of Officers For Election.docx
DUTIES OF OFFICERS
President or Co-Presidents: The President or Co-Presidents shall preside at all meetings
of the general membership meeting of the P.A. The President or Co-Presidents shall be a member ex-officio of all committees except the nominating committee. The President or Co-Presidents shall appoint all committee chairpersons with the approval of the Executive Board. In all other ways the President or Co- Presidents shall act as executive officer of the P. A. The President or Co-Presidents countersigns all checks along with the Treasurer. When an immediate decision is required, the President or Co-Presidents will attempt to consult with as many of the officers and members of the Executive Board, in order to obtain their input prior to making a decision. The President or Co-Presidents must make sure the P. A. remains in compliance with the A–660, The Chancellor's Regulations for the Parents Association.
1st Vice President: The 1st Vice President shall act as an assistant to the President and preside in his/her absence. She/he shall by virtue of the office, the chairperson of the Executive Board, shall have a working knowledge of the constitution and see that the constitution is strictly enforced. The 1st Vice President maybe in powered to sign checks, along with the Treasurer, in case there is a President as opposed to Co-Presidents. The person holding this office assumes the responsibility of overseeing the membership committee.
Treasurer: The Treasurer shall have custody of all monies of the P. A. and shall keep an accurate record of receipts and expenditures. The Treasurer shall turn over all information on income and receipts for expenses to the financial secretary. She/he shall together with the president sign all checks for withdrawal of funds authorized by the membership and shall make provisions for annual audit of the books of the P. A. The auditors are to be appointed by the President with the approval of the General Membership. The Treasurer shall promptly deposit, to the credit of the P. A., in a bank maintained in the city of New York. She/he shall prepare and give monthly report at all Executive Board meetings and General Membership meetings.
The Financial Secretary shall audit all bills, shall be chairperson of the budget committee. She/he shall work with the Treasurer to ensure that all deposits and expenses are accurately recorded and accompanied by receipts. The Financial Secretary shall assist the Treasurer in maintaining the financial records of the association. She/he shall be responsible for preparing financial reports required by the Board of Education policy, regulation and bylaws.
Recording Secretary: The Recording Secretary shall maintain the office record of the proceedings and actions of all association meetings. This shall include agendas and materials distributed. The Recording Secretary shall prepare minutes of each meeting in time for review and adoption at the next appropriate meeting and shall make minutes available upon request. She/he shall maintain custody of the books for a period of six years and reports pertaining to the association, except those of the Treasurer and Financial Secretary. The Recording Secretary shall maintain a log of all amendments to the bylaws and shall ensure that a copy of each is on file in the Principal’s office. The Recording Secretary must make sure there is a copy of each month’s minutes from both the executive board and general membership meetings in the P. A. Office.
Corresponding Secretary: The Corresponding Secretary shall assist in distribution of all mail, shall issue notice of all General Membership meetings, present all communication at the Executive Board meetings, carry on all correspondence and will be responsible for typing all P.A. letters upon request. She/he shall maintain a file of all permanent correspondence, including a book of the Chancellor's regulations and all notices sent out by the Association.
Sergeant-At-Arms: The Sergeant-At-Arms shall send notices of Executive Board meetings, keep records of attendance of all meetings, retain an accurate copy of membership lists, and shall be responsible for notifying Executive Board members who have lost their voting privileges. The Sergeant-At-Arms shall be responsible for keeping an updated list of eligible voters. The Sergeant-At-Arms is also responsible for counting votes at all meetings.