In accordance with the Smithtown Council of PTA bylaws, a Nominating Committee has been formed to select a slate of officers for election to the 2010/2011 Council of PTAs. This committee will select appropriate candidates for each office who will work together as a unified Executive Committee. You are encouraged to participate in the process by submitting nominations (yourself and/or someone else, with their consent).

The Nominating Committee will announce their slate of officers at the May council PTA meeting. Additional nominations can be made from the floor at the May PTA meeting, with the election held immediately after. Installation of officers will take place at the June Council meeting. All nominations (except those slated) are kept confidential in fairness to all nominees.

Please use one form per nominee.

For your convenience you can use an automatic emailed electronic form  click here: Electronic Submission  or you can download the word document, click here:  Paper Nomination Form and submit a paper nomination to one of the committee members.

If you are submitting a nomination for more than one position, please list in order of preference.

All nominations must be submitted no later than Friday, April 23^rd.

Receipt of all nominations will be acknowledged by phone and all candidates will receive a follow-up phone call once the positions have been slated.

Thank you for your participation in our electoral process. Please feel free to contact any member of the current executive committee of the council of PTAs for additional information.

Below is list of the positions and responsibilities.

o President: Supervises the business affairs of the council and performs the duties usually incident to the office of president of a not-for-profit council chartered by the New York State PTA and organized under the laws of New York State; signs and executes all contracts, agreements, or other obligations in the name of the council; preside at all meetings (when present) of the council, the executive board and the executive committee; member ex-officio of all committees except nominating and audit committee; appoints the committee chairpersons including all special committee chairpersons, except those for which other provision is made and fill chairperson vacancies of standing committees with the approval of the Executive Committee; coordinates the work of the officers and committees of the council in order that the Purposes may be promoted; and keeps a current copy of the council’s state-approved bylaws .

o 1^st Vice President: Acts as an aide to the president; performs the duties of the president in the absence or inability of that officer to act; and performs the duties as outlined for each vice president for designated job order or title as included in the unit procedures.

o 2^nd  Vice President: Acts as an aide to the 1^st vice president; performs the duties of the 1^st vice president in the absence or inability of that officer to act; and performs the duties as outlined for each vice president for designated job order or title as included in the unit procedures.

o Recording Secretary: Records and maintains a permanent printed file of the minutes of all meetings of the council, executive board pertaining to the work of the council; sends the names and addresses of the elected officers to the region director immediately following their election; and keeps a current copy of the council’s state-approved bylaws.

o Corresponding Secretary: Conducts the correspondence of the council under the direction of the president; maintains a file of all correspondence pertaining to the work of the council; and sends notices of meetings as required.

o Treasurer: Authorized custodian of all the funds of the PTA council; keeps a full and accurate account of receipts and expenditures; makes disbursements as authorized by the president, executive board or council in accordance with the budget adopted by the council; issues written receipts for donations of seventy-five dollars ($75) or more indicating the portion of the donation exceeding the value of the goods or services received that is deductible; serves as the chairperson of the budget committee to prepare a budget for submission to the executive board for review and to the council for adoption; presents a financial statement at every meeting of the council and at other times when requested by the executive board; presents a complete annual report at the annual meeting of the council; responsible for the maintenance of such books of account and records as conforms to the requirements of Article V, Section II of the council bylaws; submits al financial records in accordance with Article XIII, Section  9 to the audit committee or a professional auditor at least two weeks prior to date audit report is due; has the accounts examined annually or upon change of treasurer by an audit committee or professional auditor, who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact and the end of the report; files all forms required by the Internal Revenue Service and the New York State agencies.

Officers are required by the bylaws to regularly attend meetings of the executive committee and council PTA meetings and to participate in appropriate training as offered by the Suffolk Region PTA.

Paper Nomination Form (doc file)
Word Doc
Form for registration (jpg file)

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