Dear Parents/Guardians,
 

Re:2018 – 2019 The Dock Street School PTA Executive Board Elections

 
PTA Executive Board elections will be held on Friday, May 18th at 5:30 p.m. at our next general PTA meeting. As this year’s Nominating Committee, it is our job to put together the official voting ballot and oversee the voting process.
 
If you are interested in running for a PTA board position, please contact us via email (see contact details below) and we will be happy to add your name to this year’s ballot. To help you decide which position might be right for you, a full description of each board position can be found below.
 
Note: even if your name is not on the ballot, you may still be nominated as a “write-in” for any board position on election night, prior to the vote.
 
If you have any questions about the PTA Executive Board or the voting process, please don’t hesitate to ask us or Cynthia McKnight at cynthiamcknght@gmail.com.
 
With the success of our Saturday Academy, SHSAT Test Prep Programs, STEM Partnerships (to name a few), we continue to have wonderful momentum carrying us into next year. We hope you consider being part of the leadership team that takes us even further in 2018 – 2019!
 
We look forward to seeing all of you on Election Night. Thank you!
 
Sincerely,
 
Connie Pinkston
Cmcook802@gmail.com
 
Karen Pinkston
ksugaah@aol.com
 
Bernard Bourne
b_camerhogne@yahoo.com
 

Executive Board Positions

President or Co-Presidents: The president position can be filled by two people, who share the responsibilities of the position. The president (or one of the co-presidents) shall preside at all meetings of the membership, is a member ex-officio of all committees except the nominating committee, and she/he or her/his designee attends all regular meetings of the presidents’ council and shall be a mandatory member of the School Leadership Team. 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 meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the general membership meetings. The president countersigns all checks. If the presidency is filled by more than one person, only one of them can be authorized to countersign checks. In all other ways, the president or co-president acts as the executive officer of the PTA. The president shall assist with the June transfer of association records to the incoming executive board.
 
Vice President – Fundraising/Community Events: The vice president position can be filled by two people, who share the responsibilities of the position. Fundraising chairs and oversees the Fundraising Committee and its work raising funds and marshalling resources to support school programming. The Vice President – shall be empowered to sign checks in the absence of the treasurer/assistant treasurer or president. If the position is filled by more than one person, only one of them can be authorized to countersign checks. At the request of the president or co-presidents, any vice president may, when necessary, act as the executive officer of the PTA The Vice President shall also oversee all community events (events that seek to strengthen our school community, these events may change from year to year, depending on volunteer interest and availability.
 
Vice President – Communications/Technology: The vice president position can be filled by two people, who share the responsibilities of the position. The Vice President – chairs and oversees the Communications Committee and its work connecting our school community by way of our website, emails, posters, and other communications. At the request of the president or co-presidents, any vice president may, when necessary, act as the executive officer of the PTA. The Vice President – shall also chair and oversee the Technology Committee and its work managing our website, online documents and information storage, online forms and payments, email mailing lists, and other technology needs as they arise.
 
Recording Secretary: The recording secretary position can be filled by two people, who share the responsibilities of the position.  The recording secretary shall record minutes at all the meetings of the executive board and general membership. The recording secretary’s responsibilities shall include the preparation of notices, signage, 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 association’s records on school premises The recording secretary shall oversee regular review and amendments of the bylaws and shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal’s 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:  The treasurer shall be responsible for all financial affairs and funds of the association.  The treasurer shall also be responsible for filing, maintaining an updated record of all receipts, 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 (on an aggregated category basis) 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 PTA’s interim and annual financial reports. The treasurer shall make available all books and financial records for viewing by members upon request and for audit. Such 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.  Copies of the treasurer’s report must be given to the principal.  The treasurer shall also prepare the association’s interim and annual financial reports.
The treasurer shall make available all books and financial records for viewing by members upon request and for audit. Such audit shall take place at Dock Street School, during normal school or business hours and upon reasonable notice. The treasurer shall assist with the June transfer of all association records to the incoming executive board.