All leadership at SPC is voluntary. Each elected member serves for a single term. Elections are held at the end of each school year.
The President is responsible for coordinating the work of officers and committees of the
association in order that the Club’s purpose may be promoted and actions required by law are met
• Refer frequently to the Business Task Timeline and Calendar to ensure timely filing of required documents and to help with meeting agenda planning.
• Preside at all meetings of the members, the board, and Executive Committee
• Be a member ex officio of all committees except the nominating committee
• Appoint chairpersons of committees; distribute committees between Vice Presidents
• Be the official representative of the association at district meetings
• Perform other duties as prescribed in the bylaws or assigned by the association
• Have contracts & legally binding documents approved by the Board prior to signing Keep a 3-ring binder for reference during his/her term and to pass on to his/her successor.
• This binder should include:
- Current bylaws
- Copies of legal documents
- Including the Articles of Incorporation, Statement of Domestic Non-Profit Corp., Letter of Determination
- Standing Rules
- Reference - ID#s, bank accounts, etc.
- Insurance policy
The binder may also include records pertaining to things happening during the current fiscal year such as: Goals, Finances, Calendars, Committee Chairpersons, board members, District Info, Minutes, Action, Misc., Notes. These items may be passed on to the next president or may be disposed of because the Secretary and Treasurer are responsible for maintaining permanent records for the organization.
- Assume all duties of the President in the President’s absence
- Chair the goals committee and keep a permanent file on goals.
- Provide administrative support for committees assigned by President and serve as the primary point of contact for committee chairpersons.
- Serve as Teacher Liaison
- Provide administrative support for committees assigned by President and serve as the primary point of contact for committee chairpersons.
• Keep a Secretary’s Book which will be the property of the organization and will include:
- current list of paid members (provided by the membership committee)
- current copies of the bylaws, Standing Rules
- current list of officers, board members, and committee chairpersons.
- meeting minutes
• Maintain a permanent file of important documents and records required by law including:
- Articles of Incorporation
- Statement of Domestic Non-Profit Corporation
- Determination Letter
- Application for Tax-Exempt Status
• Maintain a permanent file of memorandums and documents for historical knowledge and continuity
• Keep copies of Club flyers and correspondence for 1 year.
• Send out meeting notices
• Prepare a list of unfinished business and standing orders for the President each month
• Note attendance and determine whether or not a quorum is present at meetings
• Keep an accurate record of the proceedings of meetings and publish minutes. Include any handouts with the permanent records of minutes.
• Handle all correspondence for the organization.
• Conduct the annual elections.
First Treasurer
• Keep an accurate record of receipts and disbursements in a ledger which is a permanent record of the organization. Keep supporting records to establish the items of gross income, receipts, and disbursements of the organization; these records must be retained for 7 years.
• Present a monthly financial report at every Board, Executive Committee and Membership meeting. Report should include income and expenses related to the budget and current statement of accounts.
• Ensure that all Federal and State reports are filed on time (review the timeline of tasks each month.) Keep copies in the permanent file of the organization.
• Prepare an annual financial report.
Second Treasurer (or 1st Treasurer in the absence of a 2nd Treasurer)
• Receive and deposit all money into Sequoia Parents' Club bank accounts and retain deposit slips for all deposits made.
• Pay all bills and warrants as authorized securing two signatures on all checks
To review SPC's full Bylaws and Standing Rules please see below.
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