Executive Board Chair Descriptions and Contact Information 2013-14
All committees are guided by, and report to, the AVPO Executive Board which consists of:
Description: The President is the executive officer of the Parent Organization and works in partnership with the Headmaster to establish a community atmosphere that supports and protects the academic goals and culture of the school as established by Great Hearts. With this vision informing all of the President’s actions, he/she will guide the Board, its Committees, and all family volunteers to strive to fulfill the AVPO mission to create a culture of service, grounded in charity, to ensure a truly vibrant and welcoming community of families dedicated to providing the highest quality academic and social environment for our children.
Specific responsibilities include but are not limited to: maintaining regular communication with the Headmaster and the families of the Academy; preparing the agenda for all monthly meetings and presiding over meetings and the membership; and overseeing all activities and funds of the organization. The President is an approved signatory and co-signer on all financial accounts, and in the event of a tie vote has final approval of use of Parent Organization funds, approves all Purchase Orders, and is charged with facilitating proprietary conduct of the Executive Board members, Committee Chairs, and Homeroom Parents. The President is the fiduciary of the parent database and with the Headmaster, has final approval of all newsletters and emails sent from the AVPO Executive Board and Committees, and is responsible for all web content.
The Archway Veritas P.O. President is also the liaison to the Veritas sister schools and works closely with their P.O. Boards on as many common initiatives as possible to promote continuity and partnership at all academic levels.
The President shall serve not more than two consecutive terms. Upon completion of a single, final term, and at the request of the Executive Board, the President may become President Emeritus and may serve in an advisory position to the Executive Board for one year immediately following their original one year term.
Description: The Vice President shall assist the President and shall perform the duties of the Presidency in his/her absence. The Vice President is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the Vice President. The Vice-President will assume the duties of any other executive Board members who may need to be absent for a monthly Board meeting. The Vice President shall serve not more than two consecutive terms.
Description: The Secretary shall attend and keep the minutes of all board meetings and maintain files essential to the AVPO record keeping as outlined in the Bylaws. Minutes will be typed and emailed to the AVPO Executive Board members in a timely fashion. A hard copy shall be maintained of all minutes, and the minutes of the AVPO General Membership meetings will be posted on the AVPO website. The Secretary will at all times be in charge of various correspondences directed to others as requested by the President. The Secretary is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the Secretary.
Description: The Treasurer shall be the custodian of the Parent Organization checkbook and verifiable records of funds of the AVPO. The Treasurer shall receive all funds and deposit them into the AVPO bank account in a timely manner, write checks from approved Purchase Orders for the President, and keep an accurate and up to date checkbook in full detail. The Treasurer is an authorized signatory on the checking account, but any checks written and signed by the Treasurer must be authorized by the President or the Executive Board and cosigned by the Headmaster.
The Treasurer shall reconcile bank statements monthly, prepare a monthly financial report for review and approval at monthly meetings, prepare the annual budget, and coordinate any audits. Monthly, the Treasurer will provide detailed financial statements to the President whether there is a scheduled meeting or not. The Treasurer will have written financial statements available at each AVPO monthly meeting and will be required to give an oral report each month. The Treasurer will ensure that all records of funds are available to the Headmaster, President and Executive Board at any time. The Treasurer is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the Treasurer.
7 parents/guardians shall serve on the Board as At-Large Members and have the right to vote on all Executive Board motions. These chairs and their duties are detailed in Appendix B in the Bylaws. These members serve as the key liaisons between the various AVPO Committees and the Executive Board. The At-Large Members will represent and participate in any fundraising and social events that the VPO Executive Board oversees.
At-Large Fundraising Chair
Chair – Katie Cobb
Description: This Chairperson receives all parent and committee requests for AVPO fundraising initiatives and presents them to the Executive Board for approval and scheduling. The Headmaster has final approval of all fundraising initiatives. This Chair works closely with the Director of Academy Giving, At-Large Social, Communication, and Volunteer Chairs.
The At-Large Fundraising Chair is expected to represent and participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the At- Large Fundraising Chair.
At-Large Homeroom Chair
Description: This Chairperson is the liaison between the Board and the Homeroom Parents in each section and grade. This Chair organizes an initial meeting of all Homeroom Parents to explain their duties relative to both the teacher and the other parents; keeps a regular line of communication open with each Homeroom Parent to be sure they are on task; and in turn listens to their concerns/needs and brings them to the board. presents the AVPO Homeroom Parent contract for their understanding and signature; This Chairperson, along with the Social Chair, receives Homeroom Parent requests for all grade level and multi-grade homeroom social activities and presents them to the board for approval and scheduling. This Chair works in very close partnership with each of the At Large Chairs.
At-Large Social Chair
Chair -Amy Lyon
Description: This Chairperson receives all parent and committee requests for AVPO school wide social activities and presents them to the Board for approval, final approval of the Headmaster, and scheduling on the AVPO calendar. Once the activity is approved, this Chair will work in close partnership with the Homeroom and Volunteer Chairs to schedule the event and solicit volunteers needed. The parent volunteer who is heading up the particular Social Event will keep this chair informed of all details and activities of their Committee.
The At-Large Social Chair is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the At- Large Social Chair.
At-Large Communication Chair
Description: This Chairperson is responsible overseeing the production of the Annual Family Directory, Yearbook, and Family Newsletter, and any assistance the President may require to maintain the website parent informational e-newsletter. This chair will also work closely with the President and with the office staff to coordinate any other forms of communication they deem necessary.
The At-Large Communication Chair is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the At-Large Communication Chair.
At-Large Hospitality Chair
Description: This Chairperson is responsible for setting up and overseeing our online volunteer system. The Volunteer Chair receives all authorized requests for volunteers, in writing, one week prior to the send date, from the President, Headmaster, Committee Chairs, and Homerooms and will post them in a timely fashion with detailed format that is easy for parents to understand and utilize. This will include sending a detailed list of registered volunteers to the activity’s coordinator as well as an email reminder for the volunteer sent at least one day in advance.
Faculty is periodically acknowledged during the school year to show family appreciation. The Volunteer Chair is responsible for setting up volunteers for recognition of faculty/staff birthdays.
This Chair is the only person authorized to solicit volunteers on behalf of the Office, Homerooms, and Committees, unless he/she otherwise delegates it. This Chair maintains the AVPO activities calendar, integrating it with the School Calendar to prevent scheduling conflicts. All committees and At-Large Chairs submit their event and volunteer timelines to this chair.
The At-Large Volunteer Chair is expected to represent and participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the At- Large Volunteer Chair.
At-Large Dads’ Club Chair
Description: This chair facilitates the growth and development of the Archway Veritas Dads’ Club and manages the coordination of the Annual Family Picnic. This chair also oversees youth sports leagues and Spirit Store sales and communicates with the Archway Veritas Athletic Director regarding athletic events.
The At-Large Dad’s Club Chair is expected to participate in any fundraising and social events that the AVPO Executive Board oversees, and certain designated committees will report directly to the At- Large Social Chair.