Executive Board Member Roles and Responsibilities
The President shall be the principal executive officer of the organization and, subject to the control of the Executive Board and the direction of the Membership, shall in general supervise and control all of the activities of the organization. The President shall be a member of the Executive Board and, when present, shall preside at all meetings of the Executive Board and all meetings of the Membership. The President shall represent the organization as a member of the Menlo Park City School District Parent Teacher Organization Council. The President shall select and appoint the chairpersons and members of all standing and special Committees, subject to the ratification of the Executive Board, and shall be an ex-officio member of all committees of the organization except the Nominating Committee. The President shall serve as Parliamentarian in the following year. The President shall perform such other duties as may be prescribed in these Bylaws, or assigned by the organization.
The Vice-President shall perform the duties of the President in the absence of the President. The Vice-President shall represent the organization as a member of the Oak Knoll Site Council, provided however that if the Vice-President is unable to serve as a member of the Oak Knoll site Council, the Executive Board will appoint another officer to so serve, and the Menlo Park City School District Parent Teacher Organization Council. The Vice-President assumes the President position in the following year. As the President-elect, the Vice-President shall assume leadership in forming the committees and assisting with creating the budget, which will be in effect under his/her presidency. The person in the position of Vice-President serves a total of three years on the Board: Vice-President, President, and Parliamentarian. The Vice-President shall perform such other duties as are assigned by the President or the Executive Board.
The Secretary shall keep the minutes of the proceedings of the Membership and the Executive Board, shall keep current copies of all organizational documents and records including ensuring that copies of such are available in the school office, shall keep the official history of the organization shall collect publications of the organization for its permanent records, and shall keep an annual record of all of the activities of the organization, shall keep the official list of Members, shall conduct all necessary correspondence of the organization upon the authorization of the President, Executive Board or organization, shall see that all notices are duly given in accordance with these Bylaws, and, in general, shall perform all duties incident to the office of Secretary and such other duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.
The Treasurer shall have charge of and e responsible for al funds of the organization. The Treasurer shall receive from the Financial Secretary deposit slips for all monies received and deposited for the organization, and shall make disbursements as authorized by the President Executive Board, or Membership in accordance with the budget adopted by the Membership including securing officer signatures as authorized in these Bylaws. The Treasurer shall collect all membership dues as are established by the organization. The Treasurer shall co-chair the budget committee and prepare the budget for adoption by the Membership. The Treasurer shall present a written financial report at each Executive Board Meeting and General Meeting of the Membership and at other times as requested by the Executive Board. The Treasurer shall be responsible for filing all tax returns and other forms required by government agencies and for ensuring that the organization has obtained appropriate insurance coverage as determined by the Executive Board. The Treasurer in general shall perform all duties incident to the office of Treasurer and such other duties as may be assigned by the President or the Executive Board.
The Financial Secretary shall receive all monies due and payable to the organization from all sources, shall deposit such funds in such banks or other organizations as are selected by the Executive Board, shall provide a copy of the deposit slip to the Treasurer, shall keep an accurate record of al receipts and authorizations for payment for filing with the financial records of the organization, shall perform some PayPal manipulation and report generation, and shall perform such other duties as may be assigned by the Treasurer, President or the Executive Board.
The Auditor shall audit the books and records of the organization as of January 31 and July 31, shall prepare and present to the Executive Board reports of such audits within 120 days, shall audit the books and records upon resignation of the Treasurer or Financial Secretary or at any other time deemed advisable by the Executive Board, shall review and approve the monthly PTO bank statements, and shall perform all duties incident to the office of Auditor and such other duties as may be assigned by the President or the Executive Board.
The Parliamentarian shall attend all meetings of the Executive Board and the Membership and give necessary advice in parliamentary procedure when requested, shall chair the Nominating Committee and conduct the election of the officers, or shall, subject to approval of the Executive Board, appoint an alternate to act in this capacity in the Parliamentarian’s stead. The Parliamentarian shall review the Bylaws annually and recommend to the Executive Board any suggested amendments to the Bylaws or that the Bylaws continue in force in unmodified form. If the Board approves suggested amendments, the Parliamentarian shall propose those amendments to the Membership for its approval. The Parliamentarian shall in general perform all duties incident to the office of Parliamentarian, as well as such other duties as may be assigned by the President or the Executive Board.
The Communications Chair shall oversee written and electronic PTO communications to members, staff, other district schools, and district office to ensure the consistency and timeliness of messages, including overseeing the editorial process of the weekly school newsletter. The Communications Chair shall oversee publicity to the community at large regarding PTO events under the direction of the Executive board and the District Office. The Communications Chair shall ensure that relevant information from Executive Board meetings is disseminated to interested parties in a timely manner. The Communications Chair shall also survey the membership if directed by the Executive Board and report findings to the Board and the general membership. The Communications Chair maintains supplies of paper and oversees the equipment necessary for various publications and shall perform such other duties as may be assigned by the President or the Executive Board.