Co-Presidents (Spring 2021, electing 1 co-president)
The two Co-Presidents serve two-year, staggered terms. The Co-Presidents share the following responsibilities:
- Oversight of the HSA Board – Make sure that other members of the Board are aware of their responsibilities and assist them, as necessary, in performing them. Be familiar with HSA bylaws and ensure the Board’s compliance with these bylaws.
- Oversight of HSA activities – Oversee HSA activities including fundraising, outreach, program, and communication committees, to see that the committees understand their goals, what rules need to be followed, are aware of necessary budget tracking and other financial responsibilities. Coordinate with the communications committee web manager to post all relevant HSA information and activities.
- Coordination/liaison – Serve as liaison for teachers, administration, and parents regarding fundraising, staff resource teachers, facility maintenance and community relations. Represent Lafayette at DCPS functions as needed. Serve as a contact point for parent input and represent this input to the rest of the Board as appropriate. Meet with the school principal to stay in touch with school happenings and needs, as well as create an official calendar at the end of the year (for the next year).
- Meetings – Prepare agendas and run all HSA Board Meetings and General Meetings. With the Secretary, prepare handouts or visual aids (slideshows, etc.) as needed. Invite guest speakers to meetings as appropriate. Ensure that rules of order are followed and that everyone has an opportunity to participate.
- LSAT – Co-Presidents serve as ex-officio members of the Local School Advisory Team and attend all LSAT meetings. The HSA must also conduct LSAT elections. The co-presidents should poll existing LSAT parent reps to see who would like to run again, and place a notice in the Tuesday Bulletin giving notice to all parents.
- School calendar – The incoming Co-Presidents, with input from the out-going Co-President as warranted, should meet with the Principal in June to set up the calendar for all HSA board and general meetings, fundraising events, etc. Cross check dates with the DCPS calendar, Deal calendar, event chairs (if already selected) and religious holidays.
- Back to School Communication – Delegate persons responsible for each piece of the Back to School communication packet. Coordinate with the Principal, Executive Board, and Committee chairs to determine included material. Collect all material and assemble electronically, and where applicable, coordinate paper copies to be distributed to each teacher to go home with students the first day of school. Draft a Co-Presidents’ letter and include the new school year’s calendar.
- Back-to-School Night – Prepare and present a presentation for both the new parents and all returning parents. This presentation should describe what the HSA does and encourage people to participate.
- Tuesday Bulletin column – Write a regular communication column to include in the Tuesday Bulletin. Columns should highlight upcoming HSA activities, recent successes, or other important and current school issues.
- Budget – Work with the Treasurers and Vice Presidents to create a budget for the following school year. This should be approved by the board before being presented in draft form to the membership at the general meeting in February. The final budget is presented for a vote by the membership at the general meeting in March.
- HSA elections – Co-Presidents recruit a minimum of three members who do not currently serve on the board for the Nominating Committee (the team which helps to find candidates to run for the board). Once the nominating committee members have volunteered and been approved by the Co-Presidents, then the Secretary is in charge of meeting with the Nominating Committee to give instructions and oversee the process, oversight, etc.
- Marquis de Lafayette Awards – The Co-Presidents, with input from the Board, choose recipients for the Marquis de Lafayette Awards presented at the last general meeting of the year.
First Vice President
Financial Oversight and Budget
The First Vice President (VP1) serves a one-year term. The Co-Presidents shall delegate roles and responsibilities to VP 1 as needed. VP1 shall fulfill the obligations of the Co-President in his/her absence. VP1 is primarily responsible for financial oversight and budget preparation. These responsibilities include:
- Account management and reconciliation – About the 10th of each month, use the QuickBooks reconciliation function or other method to reconcile the starting and ending balances. This process accounts for all financial activities, including checks written, payroll, and deposits. The treasurer (AR) does an initial reconciliation and refers issues to the 1st VP (e.g. voiding old checks). The 1st VP reviews and approves. T
- Budget – Coordinate preparation of annual budget and monitor actual expenses against budget over the course of the fiscal year. Monitor HSA budget. Keep track of who’s adhering to budget, who may be over-spending, and who may have funds available.
- Prepare budget reports for Board and General meetings – Use QuickBooks to generate a budget report showing the allocation of the budget over the various categories. When a new budget is created for the start of the new school year, new categories can be created and budget allocations are typed in for each existing and new category. New categories can be added throughout the year as needed. Before every board meeting, print copies of the budget report for all board members. The balances for each bank account may be hand-written on the report before copying. For General meetings, print enough copies for all expected attendees. At all meetings the Treasurer (AR) will deliver a brief report on the budget, including any areas of over-expenditure.
- Oversee financial management of fundraising events – Work with treasurers and Fundraising chair(s) to provide accounting guidance and template to event chairs.
- Tax Filings – Work with accountant to establish timeline. No later than November 1st, work with accountant to file HSA’s annual taxes (IRS Form 990). Accountant will request information that should be provided in November in order to meet the filing date of January 15th.
- Tax preparation and filings for employees – Prepare and file 1099 tax forms for all contractor payments that exceed $500 paid to any person during the calendar year.
Second Vice President
Contracts and Compliance
The Second Vice President (VP2) serves a one-year term. The Co-Presidents shall delegate roles and responsibilities to VP2 as needed. VP2 is primarily responsible for contract review and management and compliance issues. These responsibilities include:
- Manage insurance policies – Create and maintain a spreadsheet detailing insurance policies.
- Contract Management Duties – Vice President 2 shall receive and review a copy of all contracts, including event contracts. All contracts shall be signed by the one of the Co-Presidents. See Appendix for current contracts.
- Non-Profit Compliance: Report for Non-Profit Foreign and Domestic Corporations (every 2 years – Jan.15).
- Tax Exemption Compliance
- 403b Compliance – Submits 403b Compliance Report to DOL and IRS.
- Certificate of Good Standing – File the Certificate of Good Standing with the DCRA on a bi-annual basis.
- Field use permit – Oversee the field use permitting process for the Fall Festival
The Secretary serves a two-year term. The Secretary’s primary responsibility is to maintain written records for all non-financial business of the Board. These responsibilities include:
- Record minutes – Attend all HSA General and Board meeting and keep an accurate record of the happenings at these meetings. Minutes should follow the agenda outline and include: attendance, summary of important discussion for each agenda item, action items and who is responsible, decisions made or votes taken. Within ten (10) days of any meeting, the minutes should be distributed to board members for approval. Once approved, the minutes should be given to the Communications chair for posting on the website and to the Room Parent Coordinator (Outreach) for distribution to Room Parents to then pass along to their classes.
- Convene Nominating Committee – Once the Nominating Committee has been approved by the membership, the Secretary should convene the first meeting of the Nominating Committee. The Nominating Committee consists of at least three HSA members (not Board members). Answer questions and track progress of the Committee regarding candidates for board positions.
- Elections – The Secretary shall oversee all Elections (see below).
- HSA records – Maintain all HSA records except for financial records (which are maintained by Treasurers).
- Notes – At the direction of the Co-Presidents, the Secretary should write and send personal notes of congratulations, condolences, etc., as appropriate on behalf of the HSA.
Co-Treasurers (Spring 2021, electing 1 co-treasurer)
The Co-Treasurers each serve two-year, staggered terms. The Co-Treasurers are responsible for tracking all funds coming in and out of the HSA accounts. The co-treasurers are responsible for incoming funds, making deposits, making all payments as needed and tracks outgoing funds.
Only four people may have signing authority on every bank account. In August, all four people must go together to the bank and sign. If signing authority ever needs to be changed, all four people must go again to the bank to sign.
Budget – In the event that the VP1 is unavailable, one of the treasurers performs reconciliation and provides the report at the monthly board meeting.
Manage bank deposits – Get bank statements and deposits (checks) from the Treasurer’s box. Any cash should be secured in a safe place. Check bank statements to make sure everything looks right. Perform initial reconciliation in QuickBooks and provide to VP1.
Collect cash money and checks after any fundraising event (and any other events as needed). Manage online payments as well.
Prepare and write all checks – Write checks (using QuickBooks) to cover all bills. Get bills from the Treasurer’s drawer. Bills may include Scholastic, teacher purchase requests, art supplies, teacher training (must be approved by Principal), etc.
People may also submit a reimbursement form. Use QuickBooks to write checks to cover these reimbursements.
- Assist with Audit, Tax preparation and filing as needed
- Assist with credit card processing for fundraising as needed