PTA Board Officers

Officers of the Board

The mandatory Officers of the Corporation shall be a President, a Secretary, and a Treasurer. Other Officers, if any, including Vice President, and co-position for any officer positions are permissible.  

Co-Officers, with one officer from each TCCS location, is recommended for each of the mandatory Officers to ensure fair representation in the TCCSPA from each TCCS location.

The TCCSPA must elect the mandatory Officers (President, Secretary, and Treasurer) to be a functioning organization.

Individuals are allowed to hold one office in TCCSPA at a given time.

All Officers of the Corporation are members of the Executive Board.

There shall be no qualifications for any office other than to be a parent of a child attending TCCS. The eligibility of a member may be limited by the Conflicts of interest restrictions outlined in Chancellor’s Regulation A-660.

Terms of Office and Term Limits

The term of office shall be no more than twelve (12) months beginning July 1st and ending June 30th.

Term limits for each officer position for the Association shall be two (2) consecutive one-year terms. A candidate who has served the maximum number of terms may only be elected to serve an additional term if no other interested candidate is nominated and willing to serve.

President or Co-Presidents

The President shall supervise and manage all of the business and affairs of TCCSPA, subject to the control and approval of the Board, and specifically shall include but are not limited to the following:

(a)   preside at all meetings of the TCCSPA

(b)   appoint committee chairs and be an ex-officio member of all committees except the nominating committee of TCCSPA

(c)  encourage meaningful participation in all parent and school activities

(d)  provide opportunities for members’ leadership development

(e)  delegate responsibilities to members of the TCCSPA as needed

(f)    appoint chairpersons of TCCSPA committees with the approval of the executive board

(g)   attend all regular meetings of the Presidents’ Council 

(h)   is a mandatory member of the School Leadership Team (SLT)

(i)     is one of the eligible signatories on checks 

(j)     assist with the June transfer of TCCSPA records to the incoming executive board

(k)   In the event that the association elects co-presidents, the co-presidents must decide who will serve as the Presidents’ Council Member and who will serve as the mandatory member of the school leadership team, and inform the general membership

(l)     preside at all Executive Board, General Membership, Special Board, and Annual Meetings of TCCSPA

(m)  ensure that these bylaws are observed and that the Officers faithfully discharge their duties

(n)   exercise the power, subject to approval by the Board as required under these bylaws, to sign, with the Secretary or other officer(s) of TCCSPA, all contracts, checks, and instruments of conveyance in the name of TCCSPA and to appoint and discharge agents and sub-contractors subject to the approval of the Board

(o)   prepare an annual report in writing that shall be disseminated at the Annual Meeting

(p)   review and sign all Federal, State, and local tax and other nonprofit corporation registration filings

(q)   designate the duties for the Vice President

Vice President or Co-Vice-Presidents

The duties of the Vice President(s) shall include, but are not limited to, the following:

(a)  assist the President(s) and shall assume the President(s)’ duties in the absence of the President, or when delegated by the President, or in the event of the President’s inability to act, perform all of the duties and exercise all of the powers of the President, subject to the same restrictions

(b)  is one of the eligible signatories on checks 

(c)  assist with the June transfer of Association records to the incoming executive board

(d)  perform such duties as may be assigned by the President or prescribed by the Board

Secretary or Co-Secretaries

The duties of the Secretary (ies) shall include, but are not limited to, the following:

(a)   maintain the official record (minutes) of the proceedings and actions of all TCCSPA meetings  

(b)   include the preparation of notices, agendas, sign-in sheets and materials for distribution

(c)   prepare 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

(d)   maintain custody of the association’s records on school premises

(e)   incorporate all amendments into the bylaws and shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal’s office

(f)    assist with the June transfer of all TCCSPA records to the incoming Executive Board including all pertinent user credentials

(g)   ensure, or provide oversight to ensure, that all notices are duly given in accordance with the provisions of these bylaws and as required by law

(h)   maintain true and correct books and records of account of TCCSPA and facilitate inspection by Officers and the general public in accordance with these bylaws

(i)     be present at all Executive Board, General Membership, Special Board, and Annual Meetings of TCCSPA. If for some reason the Secretary cannot be present, the President shall select an ad hoc replacement to record the minutes of the meeting. The Secretary need not attend Committee meetings, but shall be responsible for obtaining minutes of all Committee meetings and maintaining them among TCCSPA books and records

(j)     maintain copies of all official correspondence to or on behalf of TCCSPA

(k)   Record attendance at meetings. The attendance records shall be maintained with the official minutes of the meeting

(l)     Receive the annual disclosure statements

(m)  perform any other duties as specified in these bylaws

Treasurer or Co-Treasurers

The duties of the Treasurer(s) shall include, but are not limited to, the following:

(a)   have charge and custody of all monetary assets of TCCSPA and deposit or cause to be deposited all such funds in the name of TCCSPA in such banks, trust companies, or other depositories as shall be authorized by the Board

(b)   be responsible for payment of all bills and invoices rendered to TCCSPA

(c)   maintain or cause to be maintained adequate and correct accounts of TCCSPA properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses

(d)   receive, and give receipt for, monies due and payable to TCCSPA from any source whatsoever

(e)   present financial reports of income and expenses to the Board, and at each General Meeting. Such reports are permitted to be given orally, using written notes, if so desired 

(f)    prepare, or cause to be prepared, the interim and annual financial reports as required by Chancellor’s Regulation A-660

(g)   present a written annual report to the Executive Board, either at the Annual Meeting or at the conclusion of the Fiscal Year, showing in appropriate detail: (i) the assets and liabilities of the Corporation as of a twelve-month fiscal period terminating not more than six months prior to the meeting; (ii) the principal changes in assets and liabilities during that fiscal period; (iii) the revenues or receipts of the Corporation, both unrestricted and restricted to particular purposes during said fiscal period; and (iv) the expenses or disbursements of the Corporation, for both general and restricted purposes during said fiscal period. Such report shall be filed with the minutes of the Annual Meeting of the Board

(h)   exhibit or cause to be exhibited at all reasonable times the books of account and financial records to any Officer or member of TCCSPA, or to his or her agent or attorney, on request therefore,

(i)     facilitate the preparation of all Federal, State, and local tax and other nonprofit corporation registration filings for the President’s signature

(j)     prepare, or cause to be prepared, an annual budget for each Fiscal Year, in consultation with the Officers and members of TCCSPA, for approval by the general membership 

(k)   assist with the June transfer of all TCCSPA records to the incoming executive board

Election Timeline

Officers shall be elected by the last day of each school year for a one-year term beginning July 1st. Any timeline established by the Association to complete the nominations and election process must adhere to this timeframe. The principal must be notified in writing of the date of the election by April 1st.

Eligibility

Employees of TCCS may not serve as members of the executive board. This restriction applies equally to employees who have a child currently attending the school.