Eligibility
In order to hold a board position of
the Club, the board member must have a child currently
attending Loomis Grammar School . The exception is the
three teacher representatives per Article VI –
Section 2.
Nominations
Nominations for officers shall be made
by any member at the general meeting in April. Members
may also nominate themselves by volunteering for an
office. A slate of candidates shall be presented to the
membership at the April meeting.
Election
The annual election shall be held at
the regular meeting in May. The newly elected officers
shall be installed in June. The first meeting conducted
by the new President shall be in July.
Vacancies: Should a
position remain vacant after elections, the president may
appoint a member to temporarily fill that position. Said
temporary appointment shall be voted on at the next
regular meeting. There will be a 2 week open period in
which all interested Club members may submit their names.
If during that 2 week period no member has come forward,
the President may choose to appoint a member.
Newly Created Board
Positions: Should a new board position be
created and approved by vote of the Club Board, the
President may appoint a member to temporarily fill that
position through the end of the school year and then the
position becomes part of the Club’s annual election
process.
Term: The term of office
shall be one year beginning July 1st. A
person may continue to hold an office on the Board for an
unlimited amount of time, if they are nominated and voted
on, or appointed by the President, each year. Should a
position remain vacant after elections, the President may
appoint a member to temporarily fill that position per
Article VI, Section 2.
DUTIES OF THE OFFICERS/BOARD MEMBERS
The elected officers/board members
shall consist of the President, First Vice President,
Second Vice President (who is the Principal of Loomis
Grammar School), Recording Secretary, Corresponding
Secretary, Treasurer, Ways and Means, Room Parent
Coordinator, Volunteer Coordinator, Hospitality and
Publicity Coordinator, Scrip Coordinator and up to three
Teacher Representatives.
Duties
- Each Board member shall keep records of their
duties during term of office and be prepared to turn
them over to their successor such records, books and
other material pertaining to the office. They shall
return to the Secretary Treasurer, without delay, all
funds pertaining to their office at the end of their
elected term.
- The Board shall ask for budget requests at each
meeting and shall prepare a budget to be presented and
ratified at either the April or May meeting, at the
discretion of the Board.
- Each Board member is entitled to vote during all
Board Meetings for the purpose of transacting
business.
Duties of the President
- The president shall preside at all meetings.
- He/ She shall approve or appoint the chairpersons
of all committees and shall be an ex-officio member of
same.
- He/She, shall temporarily fill any vacancy
occurring among the elective officers, or appoint a
member to fill a vacancy on the Board or until special
election can be held for same or the next regular
board meeting.
- The President shall attend teacher staff meetings
as a liaison to the Club.
Duties of Vice President
The First Vice President
- They shall assist the President and shall assume
all duties of the President in their absence.
- He/she will assume Presidency if for any reason
the president can no longer continue their job.
- He/She will schedule guest speakers for general
meetings.
The Second Vice President
- They shall be the president of Loomis Grammar
School .
- They will be an official member of the Board and
may serve in an advisory capacity to any
committee.
Duties of Recording Secretary
- The Recording Secretary shall be responsible for
keeping the minutes of all board/general meetings and
shall have charge of all records, files and Bylaws of
the Loomis Grammar School Parent Teacher Club, except
financial records.
- He/she shall make available general minutes,
Bylaws or Articles of Incorporation to any member upon
request.
Duties of the Corresponding Secretary
- The Corresponding Secretary shall be in charge of
the general correspondence of the Club or appoint a
member to do same.
- They shall notify all Board Members of meetings.
In the absence of recording Secretary, the
Corresponding Secretary shall assume his/her
duties.
Duties of the Treasurer
- The Treasurer shall keep and maintain adequate and
correct accounts of the corporation’s properties
and business transactions, including accounts of its
assets, liabilities, receipts, disbursements, gains
and losses.
- The Treasurer shall collect and receive all money
and disburse same when authorized by the Board, taking
proper vouchers for such disbursement.
- The Treasurer is authorized to make payments of
routine bills as presented. All checks shall be signed
by the Treasurer and countersigned by the President as
required.
- He/she shall keep an accurate financial record and
shall render a written/printed monthly report at all
regular meetings.
- He/She shall render to the President and board
members, whenever requested, an account of any or all
of her/his transactions as Treasurer and of the
financial condition of the Club.
- Book-keeping experience is required and a home
computer is preferred.
- The treasurer , in general, will perform all
duties incident to the office of Treasurer and such
other duties as may be required by law, by the
Articles of Incorporation of the Corporation, or by
these Bylaws, or which may be assigned to her or him
from time to time by the Board of Directors.
- The Treasurer shall be responsible for the Falcon
Association Account.
Duties of the Ways and Means Coordinator
The Ways and Means Coordinator shall be
program Chairperson to oversee and fundraising activities
sponsored by the Ways and Means Committee.
Duties of Publicity Coordinator
- The Publicity Coordinator shall arrange for
suitable publicity coverage of all meetings and
activities of the Club.
Duties of Hospitality Coordinator
- The Hospitality Coordinator will act as host for
all general activities of the Club as directed by the
President.
- He/she shall plan for any refreshments which shall
be served at Club meetings
- He/she shall be responsible for any teacher
brunch/lunch sponsored by the Club.
Duties of Room Parent Coordinator
- The Room Parent Coordinator shall be responsible
for compiling class lists at the beginning of the
school year and distributing them to all room-parents
and Board members.
- He/she shall obtain room parents for each class
and conduct and orientation.
- He/she shall be the liaison between teachers and
Board members to communicate expectations of all room
parents for each class.
- He/she shall be responsible for maintaining a list
of all room parents and their addresses and phone
numbers.
- He/she shall also obtain and maintain a list of
all Loomis Grammar School students and staff and their
phone numbers (with the exception of those with
unlisted numbers or requests for non-release of
information) for use in case of emergency or publicity
of Loomis Grammar School Parent Teacher Club, Inc.
meetings and activities.
Duties of Volunteer Coordinator
- The Volunteer Coordinator shall be responsible for
disbursing and collecting volunteer sign up
forms.
- He/she will compile all categorical information
and disperse to appropriate board member.
- He/she will schedule volunteers for Club
activities as required.
Duties of Scrip Coordinator
- The Scrip Coordinator shall be responsible for all
aspects of the Scrip Program.
Duties of Teacher Representatives
At least one of the three Teacher
Representatives are encouraged to attend the monthly PTC
meetings to represent the Loomis Grammar School
staff.
Special Chairs
Special
Chairs shall be recommended by any board member and
appointed by the President with the approval of the
Board.
Committee Chairpersons are responsible for keeping a
detailed folder describing the preparation, cost, profit
and results of their activity and will be given to the
President at the conclusion of their activity.
