An overview of the roles on the PTA Executive Board—and how to run in an election if you’re interested in serving on the Executive Board

Scroll down to find an overview of the positions on the Beacon PTA Executive Board. All of these positions are open to all parents and guardians of current Beacon students. They are strictly volunteer and unpaid (the PTA is a 501(c)(3) non-profit organization).

How are these positions filled? At the last regular monthly PTA meeting of the school year in June, elections will be held for the following year’s Executive Board (except for member-at-large positions, which are only open to incoming 9th grade parents; those roles will be voted on after the next school year starts).

Interested in running? Nominations open in the spring and will close before the June meeting. Candidates for any Executive Board position that permits more than one person (Co-Officer positions) can run either as individuals, or with others as part of a slate.  

What is a slate? Slates consist of two or more candidates running together who will then serve as Co-Officers if elected. They must enter into the nomination as a group; individual candidates cannot come together to create a slate after their nominations have been submitted unless they first withdraw their candidacies as individuals and re-submit their nominations as a slate.  

The individual or slate that wins the most votes in the election wins the position. For instance, even though the office of President is open to up to three people, if an individual gets more votes than a slate of two or three people, that individual will serve in the position on their own.  

The Beacon PTA Executive Board roles, per our bylaws:

PRESIDENT

This is a mandatory position. There shall be at least one, and no more than three, Presidents of the PTA. The duties of the president shall include but are not limited to the following:

• Preside at all meetings of the Association.

• Act as an ex-officio member of all committees except the nominating committee.

• Encourage meaningful participation in all parent and school activities.

• Provide opportunities for members’ leadership development.

• Delegate responsibilities to members of the Association as needed.

• Attend all regular meetings of the Manhattan High School Presidents’ Council.

• Mandatory member of the Beacon School Leadership Team.

• Meet regularly with the Executive Board members.

• Plan the agendas for the general membership meetings​

• Serve as eligible signatories on checks.

• Assist with the June transfer of Association records, including all pertinent user IDs and passwords, to the incoming Executive Board.

RECORDING SECRETARY

This is a mandatory position. There shall be at least one and no more than two Recording Secretaries. The duties of the recording secretary shall include but are not limited to the following:

• Record minutes at all Association meetings.

• Prepare notices, agendas, sign-in sheets and materials for distribution.

• Prepare, share and read the minutes at Association meetings (reading may be waived).

• Distribute copies of the minutes for review and approval by the general membership.

• Maintain the custody of the Association’s records on school premises.

• Incorporate all amendments into the bylaws.

• Ensure that signed copies of the bylaws with the latest amendments are on file in the principal’s office.

• Responsible for reviewing, maintaining and responding to all correspondence addressed to the Association

• Assist with the June transfer of Association records, including all pertinent user IDs and passwords, to the incoming Executive Board.

TREASURER

This is a mandatory position. There shall be no more than one Treasurer​ ​and the duties of the treasurer shall include but are not limited to the following:

• Responsible for all financial affairs and funds of the Association.

• Maintain an updated record of all income and expenditures on school premises or in a secure digital platform (such as Dropbox).

• Eligible as one of the signatories on checks.

• Adhere to and implement all financial procedures established by the Association.

• Prepare and present a written report of all transactions at every Executive Board and general membership meeting (which includes income, refunds, reimbursements and other expenditures, and opening and closing balances for the reporting period).

• Prepare the Association’s interim and annual financial reports.

• Maintain and make available all books and financial records for viewing by members upon request and for audit.

• Assist with the June transfer of Association records, including all pertinent user IDs and passwords, to the incoming Executive Board.

ASSISTANT TREASURER

There shall be no more than two Assistant Treasurers. The duties of the Assistant Treasurer or Co-Treasurers shall include but are not limited to the following:

• Assist the Treasurer as he/she may need or require.

• Eligible as be one of the signatories on checks.

• Weekly check-writing responsibilities for funding requests from teachers for payment of invoices and reimbursement requests.

• When appropriate, with the permission of the President, in the interest of the smooth and expeditious administration of the association’s affairs, be responsible for financial affairs and funds of the associations.

• Report findings and updates to the President and the Executive Board.

VICE PRESIDENT OF THE ASSOCIATION

There may be at least one, and no more than three, Vice Presidents of the Association. The Vice President’s duties shall include but are not limited to the following:

• Assist the President and assume the duties of the President in his/her/their absence or at the President’s request​.

• Represent Beacon at the District President’s Council and Community District Education Council if designated to do so by the President.

• Assist with the June transfer of the PTA records to the incoming Executive Board.

• Report findings and updates to the Executive Board and the President.

• Liaise with all of the Standing Committee VP’s and report back to the President.

• Recruit and gather volunteers for fundraising activities at parent/teacher conferences, PTA meetings, etc.

• Schedule speakers for PTA meetings and liaise with the Beacon Parent Coordinator to reserve space, including getting permission and securing equipment for the PTA meetings.

• Assist the President in responding to parent emails and inquiries, including following up with the administration.

• Assist the President with communications with the Parent Coordinator to confirm dates, space and equipment, if needed, for PTA events such as potlucks, parent/teacher conferences, teacher breakfasts and luncheons, etc.

• Volunteer for PTA events and fundraisers and secure volunteers for such events.

VICE PRESIDENTS OF COMMITTEES

In addition to the above positions, the Association may also include as officers Vice Presidents on the following Standing Committees of the Association. Each committee can have up to two Vice Presidents on the Executive Board:

Auction​ 

The duties of the Vice President of the Auction Committee shall include but are not limited to:

• Find venue for event, negotiate contract, procure all necessary food, beverages, supplies, volunteers, donations etc.

• Oversee all teams and processes for the auction.

• Run online auction, keep accurate databases.

• Retain and report all sales receipts, invoices and financial records pertaining to the auction expenses and income to the Treasurer.

Communications

​The duties of the Vice President of the Communications shall include but are not limited to:

• Create weekly newsletter.

• Maintain Beacon Parent’s Association website and calendar and make sure all are up to date.

• Maintain social media accounts.

• Create event-specific announcements for the Beacon community.

• Reach out to Executive Board members and school staff to stay informed about upcoming events.

Community-Building/Relations ​ 

The duties of the Vice President of Community Building/Relations shall include but are not limited to:

• Coordinate with grade-level parent representatives and borough-level parent representatives to create and/or run events to build community within the school.

• Liaise with outside community members and stakeholders to address issues that affect the Beacon community.

• Coordinate with school staff around internal issues affecting the Beacon community.

Diversity​, Equity & Inclusion

The duties of the Vice President of the Diversity, Equity & Inclusion (DEI) Committee shall include but are not limited to:

• Ensure that individuals of all races, religions, sexual orientations, socioeconomic backgrounds, special needs and from all ​boroughs of New York City feel equally included and valued at Beacon.

• Organize and attend DEI Committee meetings, which shall be open to all parents and shall be a venue in which parents can raise issues and concerns to bring to the PTA and Equity Team’s attention.

• Coordinate with the Beacon Equity Team to help guide and support their work on behalf of the PTA.

• Support diverse student clubs to ensure that they receive equal support from the PTA.

• Keep the DEI Committee, the Executive Board and PTA members apprised of the work of the Equity Team and student clubs.

Fundraising​ 

The duties of the Vice President of the Fundraising Committee shall include but are not limited to:

• Organize and oversee the annual fundraising appeal drive/campaign.

• Liaise with the PTA treasurers, school administration, PTA officers, and auction committees to determine the school’s fundraising needs.

• Plan multiple fundraising events throughout the school year.

• Organize and manage fundraising efforts during PTA meetings, advisory conferences, etc.

• Retain and report all sales receipts, invoices and financial records pertaining to fundraising efforts to the Treasurer.

Hospitality​ 

The duties of the Vice President of Hospitality shall include but are not limited to:

• Organize teacher appreciation events within the school.

• Advisory lunch/dinner for teachers, etc.

• Order food, set up, clean up at events.

• Coordinate with parent coordinator to assess specific needs for events.

• Coordinate with merchandising committee to recruit volunteers for Beacon wear sales and Open Houses.

• Coordinate gift cards or other teacher appreciation.

• Retain and report all sales receipts, invoices and financial records pertaining to hospitality to the Treasurer.

Merchandising​ 

The duties of the Vice President of the Merchandising Committee shall include but are not limited to:

• Order and manage inventory of Beacon merchandise.

• Organize the sale of Beacon merchandise at school events throughout the year.

• Organize and manage online sales of merchandise.

• Retain and report all sales receipts, invoices and financial records pertaining to expenses and income related to the sale of merchandise to the Treasurer.

Questions? Please email beaconpta@beaconschool.org.