Board Responsibilities

Board Position Descriptions & Responsibilities

The following is a list of duties formally assigned to the board members of the New Boston Central School PTA.
However, we all help each other with many of the given tasks as time allows us each.

Requirements of all Board Members: 

• Must be a member of the NBCS PTA having paid dues 

• Will require availability for monthly PTA meetings                                                                            

• Meet NBCS Designated Volunteer Requirements (fingerprint/background check/Anti-bullying video)  

Duties of the President

• Inform yourself as to State and National PTA requirements – handbooks are available through the state PTA.           

• Presides over the monthly PTA meetings which includes:

  • Calling the meeting to order at the designated time and, if a quorum is present, proceeds with business.

  • Maintains a fair and impartial position at all times, and encourages members to participate.

  • Declares the result of every vote taken.

  • Calls upon the Vice-President to preside when wishing to speak to a motion or to leave the chair; the president then has all the privileges of a member.

  • May vote when voting is by ballot; in other cases, may cast a vote to create or break a tie if the result is in the best interest of the association.

• Delegates duties to the Vice President as necessary.

• Oversees that all requirements are being met (records retention, tax reporting…)

• Responsible for sending the names and addresses of newly elected officers, and those serving a subsequent term to the NH State PTA.

• Point of contact for the NH State PTA.

• Performs any other specific duties that may be provided for in the bylaws, or as needed.

• Estimated 15-20 hours per month

Duties of the Vice President

• Presides over the monthly PTA meetings in the absence of the president or upon the president’s inability to serve.

• Assumes the duties of the president in the event of the president’s resignation until the position is filled in accordance with the bylaws.

• Acts as aide to the president and assumes responsibility for duties assigned by the president.

• Represents the president upon request.

• Maintains the PTA website as necessary.  

• Performs any other specific duties that may be provided for in the bylaws, or as needed.

• Estimated 15-20 hours per month

Duties of the Treasurer

• Inform yourself as to the State and National PTA requirements.

• Keep accurate and detailed accounts of all money received and paid out.

• Prepare monthly & annual Treasurer Reports and submit at each monthly PTA meeting (no Dec meeting).

• Receive money for all accounts and deposit in approved bank in the name of NBCS PTA as soon as possible.

• Pay by check all bills as authorized; two signatures are required.

• Keep a record of National/State portions of Membership dues and forward to State PTA by due date. (October, December, February and May 10th)

• Preserve all vouchers, receipts, bank statements and Treasurer Reports as outlined in the NBCS PTA Records Retention Schedule.

• Submit records to auditor for annual audit.

• Work with accountant (Maureen Dowst) to have taxes prepared annually.  Mail to IRS by November 15th.  

• Prepare and file annually with the State of NH Charitable Division by November 15th.

• Ensure that PTA liability insurance is paid in November.  State pays liability so email the state contact in November for certificate and turn into office.  

• Pay PTA officer’s insurance that is due in February.

• Pay invoices in a timely manner.  All invoices should be paid by check.

• Estimated 4-6 hours per month

Duties of the Secretary

• Responsible for keeping accurate records of the proceedings of the association.

• Records all business transacted at each meeting; Provides copies of the minutes to the officers prior to the next meeting and presents the minutes for approval at the next meeting.

• Has on hand for reference at each meeting a copy of the PTA Bylaws and any standing rules, the agenda, the minutes of the previous meeting including treasurer’s report, a list of any committees including the names of any members, and a list of the membership.

• Unless otherwise delegated, responsible for the correspondence of NBCS PTA, which includes but is not limited to preparing and submitting PTA information for the NBCS Thursday notice and the PTA Facebook page. 

• Ensures that records are archived in accordance with NBCS Records Retention Schedule.

• Estimated 10-15 hours per month

Duties of the Volunteer Coordinator

• Recruits and maintains an ongoing list of available volunteers

• Provides volunteer information to program coordinators as needed.

• Verify that volunteers have been background checked (if needed for individual events).

• Help Fundraising and Event Coordinators recruit volunteers for programs when needed.

• Send Thank you cards to all coordinators after their event has been completed. 

• Estimated 5-10 hours per month