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PS17QPTA Executive Board Roles and Responsibilities for 2024-2025

 

PTA EXECUTIVE BOARD RESPONSIBILITIES (For all positions).

  • The executive board shall be composed of the elected officers of the association, including chairpersons of standing committees. 

  • The term for each board position is one year.

  • The term limit is two consecutive years unless no other interested candidate is nominated and willing to serve.

  • Board members are required to attend monthly Executive Board and monthly General Membership meetings during the school year. Various positions will also be expected to convene and attend additional meetings as needed (class caregiver meetings, events planning meetings, etc.).

    • E-Board members can designate others on the E-Board to cover their positions where there are unavoidable conflicts.

  • Each Board member has one vote, regardless of whether or not the position is shared.

  • In coordination with the School Principal/ Parent-Teacher Coordinator/ staff, the Board determines the date and time of each meeting.

  • Board members should plan to attend a virtual half-day Board retreat in the fall and spring (twice per school year).

  • Regular communication as part of being on this team is essential to ensuring we are successful. If the team finds that a member is unable to fulfill their duties or exhibits behavior that is not in alignment with expectations from PS 17's administration, there is a process outlined in the bylaws to address such issues.

 

In addition to the above, the PS17 Queens administration has outlined the following expectations for the PTA elected officers:

  • Model respectful and professional behavior both inside and outside of the school

  • Communicate with administration as necessary 

  • We love children, and children are welcome to attend most PTA and PS 17 events. These positions may sometimes involve volunteering in the building. To ensure general safety and order of regular school day, children of any age are not permitted in the PTA office or when volunteering during regular school day. 

  • Assist with maintaining an organized PTA office space.

Below is a summary of SUGGESTED duties for each elected executive board position. The exact division of labor and approach to sharing responsibilities can be discussed among the individual team members once elected.

PTA CO-PRESIDENT (Two positions, with specific duties to be divided between the elected individuals): 

  • Sets agendas for and presides over meetings 

  • Coordinates the work of the Executive Board and committees

  • Is an official member of all committees except the nominating committee

  • Makes information available to parents - solicit views and answer questions

  • Encourages members to attend trainings and workshops

  • Focuses on the long-term growth and development of the Association

  • Coordinates committees

  • Complies with Department of Education mandates 

  • Represents the views of the general membership

  • Serves as a core/mandatory member of the School Leadership Team (SLT)

  • Attends District 30 Presidents’ Council meetings

  • Delegates responsibilities

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

  • Supports the transfer of information to the incoming E-Board in June

 

CO-VICE-PRESIDENT (Two Positions)

One Co-Vice President will fill each of the following specific roles:

Co-Vice President A: Meeting Convener and Calendar Manager:

  • Maintains and updates the Executive Board and PTA calendars, in coordination with all sub-committees and the Parent Coordinator

  • Takes care of meeting scheduling logistics such as Zoom links for virtual meetings and space reservations for in-person meetings - for general PTA meetings, Executive Board meetings, and committee meetings as needed

  • Files building permits for meetings and events

  • Coordinates with the recording secretary to share Zoom recordings and share publicly (as needed/appropriate)

  • Assists the President and assumes the President's duties in the President’s absence or at the President's request 

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

Co-Vice President B: Class Caregiver Coordinator and Volunteer Manager

  • Point person for the Class Caregiver “network”

  • Acts as a liaison between the PTA, the Principal, the PArent Coordinator and the Class Caregivers

  • Sends out weekly updates to  the Class Caregivers with updates and reminders about PTA events/activities

  • Provides support to any Class Caregiver who encounters challenges in the role

  • With the support of the Class Caregiver Network, Recruits and coordinates volunteers for events and committees

  • Maintain Volunteers sign-up forms and shares with appropriate events committees, etc.

  • Assists the President and assumes the President's duties in the President’s absence or at the President's request 

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

CO-SECRETARIES (Two Positions)

One Co-Secretary will fill each of the following specific roles:

Recording Secretary:

  • Records motions, votes, discussions, financial activity 

  • Maintains digital files and records of the association 

  • Keeps the shared Google drive organized and up-to-date; collects documents from committees and other E-Board members to file for long-term reference

  • Prepares official meeting minutes for general PTA meetings

  • Distributes minutes at each meeting for review and adoption

  • Takes/shares unofficial notes at Executive Board meetings

  • Forwards current list of newly elected officers each spring 

  • Records and maintains bylaws and amendments and makes them available at every meeting

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

Outreach and Communications Secretary 

  • Oversees PTA website and social media accounts (may delegate to one or more volunteers to help, but maintains oversight of info shared)

  • Coordinates creation and distribution of printed flyers, letters, and other materials to be distributed through backpacks 

  • Shares information with the Parent Coordinator for posting on DoJo. 

  • Coordinates with all executive board members and committee chairs to plan and schedule outreach.

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

TREASURER (one positIon)

  • Maintains records of all income and expenses 

  • Provides a written financial report at every meeting 

  • Provides written fund-raising income reports 

  • Works with the Executive Board and/or budget committee to develop the annual budget 

  • Prepares and distributes the January Interim Financial Report 

  • Prepares the June Annual Financial Report 

  • Makes deposits in accordance with the bylaws 

  • Maintains all financial records of the association 

  • Coordinates with the Fundraising committee throughout the year to discuss ways to generate needed income.

  • Coordinates with the Events committee to discuss expense budgets for each community event.

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

FUNDRAISING COMMITTEE  CHAIR (one position)

  • Works with treasurer and Co-presidents to set fundraising goals for year

  • Identifies and organizes specific fundraising activities (may include catalog sales,  Craft sales, read-a-thons, movie nights, Holiday/Friendship Grams, etc)

  • Works with events committee to coordinate fundraising aspects of community events

  • Works with Q300 PTA to collaboratively raise funds for the sports uniforms for the shared basketball and soccer teams. 

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

EVENTS COMMITTEE CHAIR (one position)

  • Leads planning for 3 large community events during the course of the school year, held roughly in October, January, and May.  

    • Past events have included Fall Family Fun Night, Winter Wonderland Dance, and Multicultural Festival

  • Coordinates with other Executive Board members to recruit volunteers, coordinate scheduling and permits for the building, and promote the event through outreach and communications.

  • Works closely with the fundraising committee to coordinate fundraising aspects of various events.

  • As necessary/desired, works with vendors to line up proper permitting in a timely manner

  • Coordinates PS17’s participation in D30 public events such as Trunk or Treat (October) and Family Fun Day (May).

  • Provides support to all Executive Board positions, as needed

  • Supports and participates in fundraising and community events

 

WELLNESS CHAMPION (one position, chosen by current Wellness Council members)

  • Chairperson of the Wellness Council.

  • Roles and Responsibilities to be defined by the Wellness Council.  

 

Additional large events/activities that need "ownership" by one E-Board member/Committee:

This “owner” serves as the key point of contact for the event, coordinating with outside vendors, communicating about needs for volunteers, permits for building space, etc.  These assignments can be made after elections based on a discussion of interests and capacity from the various elected officers.

  • November Book Fair with Astoria Book Shop

  • March Book Fair with Scholastic

  • Photo Day with Irwin Simon

  • Teacher Appreciation Week

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