2.8 - Board Officer Rules & Responsibilities

SERIES 2 - THE BOARD AND GOVERNANCE

Any Officer may resign at any time by giving written notice to the President or Secretary of the BOD. Such resignation shall take effect at the time specified therein and, unless otherwise stated therein, the acceptance of such resignation shall not be necessary to make it effective.

Board President

TERM OF OFFICE: ONE YEAR, APPOINTED ANNUALLY, AS DEFINED IN BYLAWS.

GENERAL RESPONSIBILITIES

The President is the senior volunteer leader of the school who presides at all meetings of the board and other meetings as required, executing duties as defined in the bylaws. The board President oversees implementation of board and organizational policies and ensures that appropriate administrative practices are established and maintained.

SPECIFIC RESPONSIBILITIES

1. Works with the Headmaster, other board officers, and committee chairs to develop the agendas for board meetings, and presides at the meetings.

2. Recognizes his/her responsibility to set the example for other board members by playing a major role in fundraising activities.

3. Works with the board, appropriate school administration and volunteer leadership,vin accordance with the school’s bylaws and mission, to establish and maintain systems for:

a. Ensuring the legal and ethical standard

b. Hiring and evaluating the Headmaster

c. Developing and maintaining an effective board culture

d. Maintaining the annual board calendar

4. In conjunction with the governance committee, manages an effective pipeline of future board members, cultivates leadership succession, and manages board education and development to ensure the board operates effectively and efficiently.

5. Works with the Headmaster and other board officers to develop both immediate and long-term goals and expectations for the board that support organizational priorities, governance concerns and the board strategic plan.

6. Communicates effectively with and supports the Headmaster in his job as manager of the school. In this capacity, focuses on ensuring that the board governs rather than manages.

7. Communicates timely and effectively with the school community as appropriate. Communication topics may include board updates for school newsletters board election notifications, posting board meeting notices as defined in the bylaws.

8. Acts as board spokesman at appropriate opportunities, which may include back to school nights, all-staff meetings, attorney meetings, Poudre School District meetings. Responds to emails directed to the entire board within three days of receipt, as well as provide written response as appropriate to people addressing the board during community comment portions of board meetings.

9. Links with major stakeholders when it is agreed that the President is the most appropriate person to represent the school in instances which may include key meetings, communications with the local community, meetings with Poudre School District, or in thanking major donors.

10. Communicates with the board effectively in a way that fosters decision-making, stimulates participation and supports an appropriate balance of responsibility between board and staff.

QUALIFICATIONS

1. A commitment to support the school and an understanding of the school’s values, mission, policy, bylaws and goals, and the distinctions between governance and management.

2. Strong leadership skills to inspire a shared vision for the school and for the board’s work. Stimulated by a commitment to the mission, the President should guide the board toward articulating and committing to a commonly held perception of the future of the school.

3. Strong network of relationships within the greater community to leverage resources for the school.

4. Strong shared vision with Headmaster about the school’s mission and goals for student achievement.

5. Strong facilitation and communication skills and an understanding of group process.

6. Objectivity so that dialog is productive and contributions are encouraged from all sides of an issue.

7. Decisiveness in order to tackle and resolve difficult issues and to keep the business of the board moving.

8. An ability and willingness to support, encourage, and develop an effective Headmaster.

9. Strong organizational skills.

INDICATORS OF EFFECTIVENESS:

1. Meets annual goals as identified and adopted at the beginning of the school year.

2. Is perceived by other board members as being fair, open to all points of views, decisive, and contributing to a culture that focuses on results.

3. Is perceived by the Headmaster as supporting and adding value to their work.

4. Is perceived as being accessible, fair, constructive, and representative of the interests of the broader school community.

Vice President

TERM OF OFFICE: ONE YEAR, APPOINTED ANNUALLY, AS DEFINED IN BYLAWS.

GENERAL RESPONSIBILITIES

The vice President is the secondary volunteer leader of the school and as such, discharges the duties of the President as required in the President’s absence, as defined in the bylaws. The vice President supports the activities of the President, including sharing responsibilities as appropriate.

SPECIFIC RESPONSIBILITIES

1. Presides at meetings of board in the event of the President’s absence.

2. Recognizes his/her responsibility to set the example for other board members by playing a major role in fundraising activities.

3. Works with the President in developing the agendas for board meetings and ensures meetings maintain strategic focus and adherence to the board’s strategic plan.

4. Assists the President by taking on responsibility as necessary for communication with committee chairs.

5. Supports and challenges the President in all his/her responsibilities to ensure organizational priorities and governance concerns are addressed in the most effective and efficient manner.

6. Represents the board in the community, especially at events at which the President cannot attend.

7. Other duties as delegated by the President.

8. In conjunction with the governance committee, manages the development of the board in order to help it work more effectively and efficiently.

QUALIFICATIONS

1. A commitment to support the school and an understanding of the school’s values, mission, policy, bylaws and goals, and the distinctions between governance and management.

2. Strong leadership and collaborative skills to support the President and to offer alternative proposals in the interest of best serving the school.

3. Strong potential and interest in acting as a future BOD President.

4. Strong network of relationships within the greater community to leverage resources for the school.

5. Strong facilitation and communication skills and an understanding of group process.

6. Objectivity so that dialog is productive and contributions are encouraged from all sides of an issue.

7. Decisiveness in order to tackle and resolve difficult issues and to keep the business of the board moving.

8. Strong organizational skills.

INDICATORS OF EFFECTIVENESS:

1. Meets annual goals as identified and adopted at the beginning of the school year.

2. Is perceived by other board members as being fair, open to all points of views, decisive, and contributing to a culture that focuses on results.

3. Is perceived by the Headmaster as supporting and adding value to their work.

4. Is perceived as being accessible, fair, constructive, and representative of the interests of the broader school community.

Secretary

TERM OF OFFICE: ONE YEAR, APPOINTED ANNUALLY, AS DEFINED IN BYLAWS.

GENERAL RESPONSIBILITIES

Provides direction for the keeping of legal documents including minutes of all meetings of the board, as defined in the bylaws.

SPECIFIC RESPONSIBILITIES

1. Create and maintain the minutes of all meetings of the board at the main offices of the school, or at such a place as the board may determine. Minutes shall record time and place of meeting, whether regular or special, how called, how notice was given, the names of those present or represented at the meeting, and the proceedings thereof.

2. Certify and keep at the main offices of the school the original or a copy of both the bylaws and the BOD Policy Manual as amended or otherwise altered to date. Maintain versions of bylaws and BOD Policy Manual prior to any amendments.

3. Ensure school websites include links to most recent bylaw and BOD Policy Manual.

4. Present for approval by the board all board meeting minutes.

5. Ensure that all notices are duly given in accordance with the provisions of the bylaws or as required by law.

6. In general, serve as the protocol officer of the board, ensuring that the keeping and posting of meeting minutes, meeting notifications, adherence to open meeting laws, and other procedural requirements are followed legally and ethically.

7. Recognizes his/her responsibility to set the example for other board members by playing a major role in fundraising activities.

QUALIFICATIONS

1. A commitment to support the school and an understanding of the school’s values, mission, policy, bylaws and goals, and the distinctions between governance and management.

2. An understanding of the required record keeping and the laws of the jurisdiction (city, state) in which the school operates.

3. Attention to detail.

INDICATORS OF EFFECTIVENESS:

1. Meets expectations for the timely completion and oversight of posting of meeting minutes.

2. Meets annual goals as identified and adopted at the beginning of the school year.

3. Is perceived by other board members as being an accurate and reasonable steward of the decision-making history of the school and as being ever mindful of the duties and requirements of public service.

4. Is perceived as being accessible, fair, constructive, and representative of the interests of the broader school community.

Treasurer

TERM OF OFFICE: ONE YEAR, APPOINTED ANNUALLY, AS DEFINED IN BYLAWS.

GENERAL RESPONSIBILITIES

Provides direction for the financial management of the school and helps the board to meet its financial oversight responsibilities in accordance to the bylaws. The Treasurer may delegate the execution of these duties to the Headmaster and Director of Finance of the school but retains oversight and responsibility for the same.

SPECIFIC RESPONSIBILITIES

1. Chairman of the Financial Advisory Committee (FAC), in accordance with the bylaws.

2. Provides direction for the oversight of the school’s bookkeeping and accounting policies.

3. Ensures the presentation of timely and meaningful financial reports to the board.

4. Ensures the development of an annual budget and its submission to the board for its approval. Leads the monitoring of budget implementation. Ensures adherence to all Poudre School District financial requirements and deadlines.

5. Oversees development and board review of financial policies and procedures. With the FAC, monitors the adherence to financial policies and procedures adopted by the board.

6. Develops and monitors any investment policies adopted by the board.

7. Ensures that assets are protected and invested according to board policy.

8. Leads the board in assuring compliance with federal, state, and other financial reporting requirements.

9. Ensures a timely completion of the annual financial audit in accordance with the PSD schedule.

10. Arranges for the presentation of the auditor’s report to the board for their approval. With the FAC, reviews the results of the audit including the management letter, develops a plan for remediation (if necessary), and presents the results to the board.

11. Recognizes his/her responsibility to set the example for other board members by playing a major role in fundraising activities.

12. Manages annual board education so that all board members can effectively conduct oversight of the financial health of the school.

QUALIFICATIONS

1. A commitment to support the school and an understanding of the school’s values, mission, policy, bylaws and goals, and the distinctions between governance and management.

2. A strong understanding of the bookkeeping, accounting systems, financial reports, and financial policies and procedures.

3. An ability to focus on both the short term and long-term financial health of the school.

INDICATORS OF EFFECTIVENESS:

1. Meets annual goals as identified and adopted at the beginning of the school year.

2. Is perceived by other board members as being transparent and efficient in delivering financial reports and as being aggressively protective of the integrity of the school’s fiscal management.

3. Is perceived by the Headmaster as supporting and adding value to their work.

4. Is perceived as being accessible, fair constructive, and representative of the interests of the broader school community.

Adopted: 11-29-2018

Amended: 04-14-2022