BEST/PTO Board Responsibilities

The responsibilities of BEST/PTO board members are as follows:

Chair of the Board. If such an officer be elected, the chair of the board shall preside at meetings of the board of directors and exercise and perform such other powers and duties as may be from time to time assigned to him by the board of directors or prescribed by the bylaws. If there is no board president, the chair of the board shall, in addition, be the chief executive officer of the corporation.

The chair shall:

  1.  Act as Chair at all meetings of the PTO and of the executive board at which he/she may be present.

  2. Perform such other duties as may be prescribed in these bylaws or assigned to her by the PTO or by the executive board.

  3. Be a member ex officio of all committees except a nominating committee.

  4. Coordinate the work of the officers and committees of the PTO.

  5. Be a member of the Budget Committee.

  6. Create and cause to be published an agenda for each of the meetings.

  7. Perform other delegated duties as necessary.

Secretary. The secretary shall attend to the following:

  1.  Book of Minutes. The secretary shall keep or cause to be kept, at the principal executive office or such other place as the board of directors may direct, a book of minutes of all meetings and actions of directors and committees of directors for the previous 5 years, with the time and place of holding, whether regular or special, and, if special, how authorized, the notice given, the names of those present at such meetings, and the proceedings of such meetings. 

  2. Notices, Seal and other Duties. The secretary shall give, or cause to be given, notice of all meetings of the board of directors required by the bylaws to be given. He shall keep the seal of the corporation in safe custody. He shall have such other powers and perform such other duties as may be prescribed by the board of directors or by the bylaws. 

  3.  Meetings.  The secretary can preside, in the absence of the chair of the board, or if there be none, at all meetings of the board of directors. 

The secretary shall:

  1. Record the minutes of all meetings of the organization.

  2. Prepare and publish minutes of each meeting and maintain records of all votes.

  3. Perform other delegated duties as assigned.

    1. The secretary shall serve as agent for service of process.

Chief Financial Officer/Treasurer. The chief financial officer shall attend to the following: 

  1. Books of Account. The chief financial officer shall keep and maintain, or cause to be kept and maintained, adequate and correct books and records of accounts of the properties and business transactions of the corporation, including accounts of its assets, liabilities, receipts, disbursements, gains, losses, capital, retained earnings, and other matters customarily included in financial statements. The books of account shall be open to inspection by any director at all reasonable times. 

  2. Deposit and Disbursement of Money and Valuables. The Chief Financial Officer or the Assistant Treasurers shall deposit all money and other valuables in the name and to the credit of the corporation with such depositories as may be designated by the board of directors; and shall disburse the funds of the corporation as may be ordered by the board of directors. The Chief Financial Officershall render to the board president and directors, whenever they request it, an account of all of the transactions as chief financial officer and of the financial condition of the corporation and shall have other powers and perform such other duties as may be prescribed by the board of directors or the bylaws. 

  3. Bond. If required by the board of directors, the chief financial officer shall give the corporation a bond in the amount and with the surety or sureties specified by the board for faithful performance of the duties of his office and for restoration to the corporation of all its books, papers, vouchers, money, and other property of every kind in his possession or under his control on his death, resignation, retirement, or removal from office. 

  4. Meetings.  The Treasurer can preside, in the absence of the chair of the board, or if there be none, at all meetings of the board of directors. 

  5.  Bank account management:  The Treasurer ensures that each site school has their own checking account in addition to the main overhead account.  As of the date of these bylaws, these are the accounts that exist:

General overhead account

Brisbane Elementary School:  Discretionary Fund #1

Lipman Middle School:  Discretionary Fund #2

Panorama Elementary School:  Discretionary Fund #3

The treasurer shall:

  1. Have custody of the overhead funds of the association and deposit the same into such banks or depositories under such terms and conditions as may be determined by the executive board.

  2. Keep a full and accurate account of receipts and expenditures.

  3. Make disbursements as authorized by the chair, executive board, or organization in accordance with the budget adopted by the organization.

  4. Present the bank account standings at every meeting of the organization and at other times when requested by the executive board.

  5. Be responsible for the maintenance of such books of account and records as conform to the requirements of these bylaws.

  6. Perform other delegated duties as assigned.

Site President: The Site Presidents shall attend to the following: 

  1. The Site Presidents shall represent the voice of their school site committee in voting decisions.

  2. The Site Presidents are authorized to approve reimbursement forms and pay out the reimbursement checks.

  3. The Site Presidents can authorize committees at their schools to manage their school PTO activities and events.

  4. Meetings.  The Site Presidents can preside, in the absence of the chair of the board, or if there be none, at all meetings of the board of directors. 

Directors:

The directors shall:

  1.  Vote on board matters according to the wishes of their respectful communities.

  2. Perform other delegated duties as necessary.