Serve as the chief executive officer and official spokesperson and carry out the policies of Friends of Clifford.

Schedule and cause to be called all meetings of Friends of Clifford and its Board.

In general, supervise and control all of the activities of the organization.

Meet with the Principal on a regular basis (frequency to be determined by the principal and president; weekly is preferred) to discuss current topics of importance, to offer support and to collaborate.

Work with the Treasurer and Principal to create and manage the annual PTO budget. Approve minor revisions to the budget. Ensure that substantial revisions to the budget are approved by the Executive Board.

Approve all authorizations for payment as appropriate.

Be the official representative of the organization at the Los Angeles Unified School Board and City of LA Council meetings.

Provide editorial review of a newsletter in addition to providing editorial review of the website as necessary.

Monitor PTO insurance policies to assure they provide comprehensive and appropriate coverage.

Verify with the Treasurer that all insurance payments are kept up to date.

Provide the agenda and advertise the meetings to the parent community and host and coordinate all meeting logistics.

Perform other duties as assigned by the organization.

Act as an aide to the President and shall assume all duties of the President in his/her absence or until any vacancy in that office is filled and perform other duties as are assigned by Friends of Clifford.

Represent the organization at LAUSD school board and LA City Council meetings. 

Support PTO committee leads and work with the Volunteer Coordinators to give timely updates of committee work.

Attend Executive Board meetings, general meetings, speaker programs sponsored by Friends of Clifford, and special meetings called by the President, Principal of the school or Superintendent of the Los Angeles Unified School District (the “School District”).

As specified by the President, act as liaison to committee chairs, committees or school project groups.

Have custody of all membership records, attendance records and documents of Friends of Clifford and its Board

Keep written minutes of meetings

Be custodian of the corporate seal

Receive and answer written communications

Provide notice of meetings as set forth in the Bylaws and as directed by the President;

Keep an accurate record of the proceedings of all meetings of the organization and the Executive Board in the FOC PTO Board Google Drive, with access given to all current members of the Executive Board, which is the legal record of this PTO.

Keep copies of all presentations and reports presented at each meeting with the records of such proceedings, including the Treasurer’s Report.

Keep current copies of all organizational documents and records.

Record all discussion of significant expenditures in the minutes.

Conduct all necessary correspondence of the organization upon authorization of the Presidents, Executive Board or organization.

Write notes of appreciation on behalf of the Executive Board to committee chairpersons and other significant volunteers and school community participants as needed throughout the year.

Notify officers of their election.

Attend Executive Board meetings, general meetings, and special meetings called by the President, Principal of the school or Superintendent of the School District.

As specified by the President, act as liaison to committee chairs, committees or school project groups.

Be responsible for receipt, custody and disbursement of all Friends of Clifford funds;

Be responsible for adequate recordkeeping and reporting;

File the appropriate federal, state, and county tax filings and other reports;

Establish and/or maintain bank accounts as directed by the Board; 

Safeguard all account numbers, passwords and other confidential information.

Keep records of all PTO accounts and financial reports in accordance with Internal Revenue Service guidelines and recommended PTO record retention rules in order to establish income and expenses and in the event of an external audit.

Account for receipts and disbursements.

Retain all financial records, including tax records, in hard copy or electronic form, for seven years. Other records, including but not limited to audit reports, and end-of-year statements, should be retained permanently, in hard copy or electronic form.

Chair the Budget Committee and prepare the budget for adoption. Present the financials and budget recommendations at the Spring and Fall general membership meetings.

Pay all bills and reimbursements as authorized by a President or a committee chairperson in accordance with the budget. All committee expenses must be approved by an appropriate committee chairperson. Expenses incurred by a committee chairperson must be signed off on by another committee chairperson or President.

Manage accounts used to accept electronic payments (e.g., PayPal). Provide detail to committees and Board as needed.

Provide reconciled bank and electronic payment processing institution statements to the Auditor for approval by the 20th of the following month. Provide reconciled bank statements and general ledger accounts to the Auditor on a timely basis for the semi- annual audits.
Present a Treasurer’s report (Year-to-Date Financials vs Budget and Cash Positions) at every meeting of the organization and Executive Board meeting. Fiscal Year-End financials shall be produced and other reports produced as appropriate.

Work to obtain appropriate insurance coverage as determined by the Executive Board. This includes, but is not limited to, general liability insurance, liability insurance for after school sports and other insurance policies as appropriate.

Be responsible for filing all tax returns as required by government agencies and working with the external financial accountant to prepare the tax returns.

Handle non-profit filings/registrations

Handle all 1099 Distribution/W-9 Collection.

Expense payment or reimbursement shall not be made without submission to the Treasurer/Vice-Treasurer of a completed and properly executed expense reimbursement form.

Receive any cash and check-based monies due and payable to the organization from all sources and shall promptly deposit such funds in such banks or other organizations as selected by the PTO Executive Board. 

Follow up on NSF (non-sufficient funds) checks.

Handle documentation pertaining to matching gift funds

Work to ensure transparency and provide accurate donation information and record keeping of direct donations received by the PTO.

Track, deposit and report to PTO and school leadership, donations made during the fund raising campaign from non-parent school staff

Create campaigns in Zeffy as needed for fundraising campaigns

Attend Executive Board meetings, general meetings, and special meetings called by the President, Principal of the school or Superintendent of the School District.

Be responsible for oversight, communication, and direction of volunteers in regard to school and PTO activities and initiatives.

Communicate ongoing short and long term volunteer opportunities via newsletter and/or announcements.

Create and maintain a database of interested volunteers.

Act as liaison between parent volunteers and committee chairs/school administrators.

Attend Executive Board meetings, general meetings, and special meetings called by the President, Principal of the school or Superintendent of the School District.

As specified by the President, act as liaison to committee chairs, committees or school project groups.

Maintain a shared document of upcoming school, district, and FOC events and holidays

Collaborate with principal, board members, and committee chairs to collect and approve information about upcoming events

Input events into shared Google calendar

Collaborate with other Communication Chairs and Marketing Chairs to distribute cohesive event information in a cross-channel fashion

Post real-time communications to various WhatsApp groups

Administrate various Clifford WhatsApp groups to keep conversations productive and informative

Add new families to Clifford WhatsApp groups

Collect and maintain database of parents who have opted out of their children’s likeness used in media

Post updates and event summaries to Instagram to inform and delight existing families and to attract new families

Collaborate with other Communication Chairs and Marketing Chairs to distribute cohesive event information in a cross-channel fashion

Establish new social media accounts and strategies as desired by the board

Collect media and draft or collect content to post to the website blog

Maintain a schedule to collect and distribute content for the monthly newsletter via Squarespace

Create and send email blasts as needed

Report on website and newsletter statistics to the board as needed

Update and maintain the web store and Printful account

Create new pages and make updates as needed to the Squarespace website, including the member area

Collaborate with other Communication Chairs and Marketing Chairs to distribute cohesive event information in a cross-channel fashion

Draft monthly upcoming events flyers to go home in the Green Folders

Create assets and creative for, but not limited to: event flyers, promotional materials, sponsorship banners, and other needs of the FOC board and chairs

Design or collect designs for new merchandise for the web store

Collaborate with other Communication Chairs and Marketing Chairs to distribute cohesive event information in a cross-channel fashion

Administrate the FOC Google Workspace, including, but not limited to: transitioning board & chair accounts, creating new accounts, resetting passwords, maintaining distribution lists

Ensure board and chairs can access shared apps like Squarespace, Printful, Instagram, etc.

Provide tutorials on platforms as needed

Maintain and distribute passwords securely

Assist with board member transitions and sharing of necessary access and data

Provide a quarterly update to the executive board;

Communicate critical updates to the President as needed;

Work with the marketing chair and communications chair to share school district resources and upcoming training and events;

As able, foster a relationship at the district level.