Community Advice

Shan writes:
http://www.ptotoday.com/pto-today-articles/article/426-16-tips-for-executive-board-members Vice President- generally the duties of the second are the same as the first and they'll do the duties if the 1st isn't there. Basic Duties * Assist the president o Accept delegated responsibility o Lead meetings in her absence * Participate in executive board meetings and provide input for decisions As far as the reporter- I would assume those are secretary duties on most boards. We don't have a chaplain (do you mean for religious issues ?) so their duties I am not at all familiar with and the parliamentarian- that also varies between boards. Here is another helpful link http://www.ptotoday.com/pto-today-articles/article/995-find-the-right-person-for-the-job

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Community Advice

YessicaT writes:
Officers:

The officers of the organization shall consist of a President, Vice President,
Secretary, Treasure and Parliamentarian. Two persons may be nominated and elected to fill any single position. In this instance, both of the persons shall be given all of the responsibilities of the office as presented here in.

President:

The President shall be the principal executive officer of the organization and shall, in general, supervise and control all of the activities of the organization so as to uphold the purpose of the organization, The President shall preside at all meetings of the Executive Board and General Membership. The President shall serve as the primary contact to the principal and represent the organization at meetings outside the organization. The president shall vote only in the case of a tie in a vote of the Executive Board or the General Membership. The President shall select and appoint the chairpersons of all Standing and Special Committees and shall be ex-officio member of all committees of the organization.

Vice- President:

The Vice President shall be a member of the Executive Board and, in the absence of the President, shall perform the duties of the President. The Vice President as chairperson over the volunteer committee and be responsible for the existing volunteer system. The Vice- President shall automatically become President upon the Vacancy of that position.

Secretary

The secretary shall be a member of The Executive Board. The Secretary shall keep records of the organization, take and record minutes, book, by laws, rules, and any other necessary documents, and brings them to the meeting.

Treasure

The Treasurer shall be a member of The Executive Committee. The Treasure shall
receive all funds of the organization, keep an accurate record of receipts and
expenditures, and payout funds as authorize by the President or the Executive
Board. The Treasure shall present a written financial report at
every meeting and at other times as requested y the Executive Board. The
Treasure shall make a full year report at the end of each school year.

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Community Advice

YessicaT writes:
Role of a Parliamentarian

A Parliamentarian is an expert in rules of order and the proper procedures for the conduct of meetings of deliberative assemblies. Parliamentarians assist organizations in the drafting and interpretation of bylaws and rules of order, and the planning and conduct of meetings.



Drafting and Interpreting Bylaws

Bylaws define the make-up, governance, rights and responsibilities of a given organization and it’s members. They also define specific rules, which may be unique to an organization, which can not be suspended, but must be adhered to.

Bylaws must be legislatively compliant with the laws governing the organization.

When a parliamentary authority has been adopted, such as the current edition of Robert’s Rules of Order Newly Revised, the parliamentary authority provides clear definition of many of the rules of order and procedures which the organization does not have to try and recreate in the bylaws, except for those specific cases where there is a variance or when the organization does not want the rule to be able to be suspended.

Parliamentarians assist the organization in drafting and interpreting bylaws, specific to the needs of the organization. Working with the organization’s legal council, the parliamentarian will ensure that the bylaws are legislatively compliant.



Parliamentary Opinions

Parliamentarians are often asked by organizations, “given our current bylaws and rules of order, how do we do this, or, what is the proper procedure to accomplish this objective?” The Parliamentarian will review the organization’s governing documents and provide an opinion as to how to proceed within the rules.



Meeting and Convention Planning

Parliamentarians are often called upon to assist organizations in planning meetings or conventions. Most of the items that must be considered are listed on a checklist under the “Meeting Checklist” tab. In the planning for the meeting, the agenda will specify the proper sequence of events, but consideration must also be given to such things as proper protocol, say in the presentation or introduction of various attendees, opening ceremonies, seating, etc. The parliamentarian is of special use in the preparation of scripts for the chair, credentials reports and considerations, election forms and reports, and the processes in the consideration of motions and bylaw amendments.



Serving as Parliamentarian at Meetings
The role of the parliamentarian at a meeting is to be a resource to the chair, to assist the chair in the conduct of the meeting. The parliamentarian sits adjacent to the chair and unobtrusively gives the chair help, guidance and support during the meeting. The chair can and should consult with the parliamentarian when not certain on how to rule on a question or proceed in the circumstances.

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