Home and School Association Officer Roles and Responsibilities
President:
Berkeley HSA By-laws:
President shall superintend the workings of the Association and of the Executive Board, and shall be ex-officio of all committees except the Nominating Committee. President shall appoint special committees and shall perform all other duties usually pertaining to this office.
Expanded (Oakview HSA Bylaws): The President shall preside over meetings of the organization and Executive Board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as ex officio member of all Committees except the Nominating Committee, and coordinate the work of all the Officers and Committees so that the purpose of the organization is served. In addition, the President is responsible for supplying the Secretary with the meeting agenda at least one (1) week prior to a scheduled meeting and serves as an authorized additional signer, with the Treasurer, on all checks drawn from the HSA accounts and will maintain a signature card at the bank.
Additional Thoughts:
The HSA President is the face of the organization, the liaison between the organization and the principal, the primary representative of the parents, the primary cheerleader for the HSA.
President’s primary job is to Steer the Ship / Delegate / Focus
President oversees all activities but can’t do everything. Focus on steering the ship, ask for help, and delegate activities.
Give people the opportunity to serve.
Celebrate our volunteers. Make people want to come out to help
Keep meetings focused on the agenda and goals. Be considerate of members’ time
Be in constant contact with Dr. Baxter. Make sure she hears things from you first and approves any communication with parents or staff Consensus builder / Creative Problem Solver
The president needs to be able to listen to everyone’s ideas, ask questions, and focus on upholding the goals of the organization and valuing the contributions of the members. Positive and encouraging, in every setting:
Whenever you speak, you are representing the HSA and Berkeley School
Your attitude affects how people see the school and the HSA
Your words will attract or repel people from the HSA Confidential and careful in word and speech
Think before you speak
Everything you say reflects back on the HSA and the school
Stay focused on what you are saying, why are saying it and how others might respond
Stay focused on the agenda and the purpose of meetings
Vice President
Berkeley HSA Bylaws:
Vice President(s) shall preside in the absence of the President and shall act as aid to the President and conduct activities relating to the Association as may be assigned. Vice President(s) shall also hold a Chairperson position for a Permanent Committee.
Oakview Bylaws: The Vice President shall assist the President and carry out the President’s duties in his or her absence or inability to serve. In addition, the Vice President shall be a member of, but not Chairperson of the Finance Committee.
Secretary
Berkeley HSA Bylaws:
Secretary shall keep active records and minutes of all meetings of the Association and of the Executive Board. All Executive Board members shall receive minutes of the previous meeting and notification of the meeting will be sent to the Board members, principal and custodian. Secretary shall act as custodian of all records except those specifically assigned to others and shall preside over meetings in the absence of the President and Vice President(s) until a chairperson pro-tem is elected.
Expanded (Oak View HSA- two secretaries):
The Recording Secretary shall keep all records of the organization (paper and digital), takes and records minutes of all regularly scheduled and special meetings, and prepares and distributes agenda and meeting notices within reasonable timeframes to membership via email correspondence. The Recording Secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. In the absence of the President and Vice President, the Recording Secretary shall preside over meetings. In addition, he or she is responsible for the proper filing and recording of all minutes and agendas. The Recording Secretary will update the HSA website with the contact information for class parents and committee chairs, dates for HSA events, and other pertinent HSA related information.
The Corresponding Secretary shall attend to all incoming and outgoing correspondence of the Association (mail or email). In addition, he or she shall be responsible for updating the email database and for distribution of all HSA sanctioned flyers and notices via email. (He or she is also responsible for making gift purchases throughout the year, utilizing earmarked funds. The Corresponding Secretary is also in charge of all Class Parent communication, including the distribution of class lists, tax-exempt forms and event and money collection information. In the absence or the Recording Secretary, the Corresponding Secretary shall assume his/her duties.
Practical:
Before Meetings:
Contact principal, teacher rep, school counselor, board of ed rep and E-Board members to request reports and agenda items (about a week before the meeting). Make sure to cc the president on any reports and agenda items.
Circulate minutes from the previous meeting to members and remind them of the upcoming meeting.
Prepare the agenda, including upcoming events
During Meetings:
Prepare the agenda and sign-in sheet for attendance and distribute them frequently during online meetings or circulate them during in-person meetings.
Keep the calendar for the HSA and provide monthly calendar of events for school calendar. Send to School secretary middle of the month before.
Reserves rooms for HSA meetings and events.
General: Be available to review correspondence being circulated for clarity.
Treasurer:
Berkeley HSA Bylaws
Treasurer shall receive all monies of the Association and make all payments as authorized by the Executive Board or the Association. Treasurer shall keep and render accurate account of receipts and disbursements and shall present statement of account at every meeting of the Association and the Executive Board. The Treasurer, with the President and other appointed Executive Board members, shall compile a budget for the upcoming school year and present same at the May meeting.
All checks of the Association are to be signed by the Treasurer and President or any other officer in the absence of either. The Treasurer shall submit the books, records, and accounts for annual auditing by an accountant. Audit findings shall be presented to the Executive Board by the Treasurer upon receipt.
Oak View HSA:
The Treasurers shall receive all funds of the organization, keeping an accurate record of receipts and expenditures along with any paid-out funds in accordance with the approval of the Executive Board and/or membership. The Treasurers will present a financial statement at every meeting and at other times of the year when requested by the Executive Board and make a full report at the end of the year. The Treasurers will serve as members, but not Chairpersons, of the Finance Committee and will cooperate with Committee audits, provide surplus numbers and budget outlook at the fiscal year end to membership, and report on whether suggested expenditures can be covered by HSA funds. The Treasures may serve as Chairpersons on other Committees, so long as said Committee’s sole purpose is not fundraising.