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Chairperson

Policy

The Chairperson calls and presides over meetings of the Policy Council.With prior approval from the Policy Council, the Chairperson may act as a spokesperson for the Council in events concerning the Head Start program that arise outside of Regular or Emergency/Special Meetings

Procedure

  1. The Chairperson’s duties include the following:
    1. Shall preside at all Policy Council meetings
    2. Refrain from entering into debates during the Policy Council meetings.
    3. Shall extend every courtesy possible.
    4. Shall call special meetings, when necessary. (see Policy Council Emergency/Special Meetings policy)
    5. Open and closes all Policy Council meetings.
    6. Explain each motion before it is voted upon (see Policy Council Voting policy)
    7. May vote only to break a tie. (see Policy Council Voting policy)
    8. Must serve as a member of the Executive committee (See Policy Council Sub-Committees and Description of Standing Committees policy)
    9. Shall be available to Policy Council members for questions pertaining to the Head Start program.
    10. Shall form Ad-Hoc committees as needed.
    11. Shall be a member of Policy Council at least one year, if possible.(see Policy Council Limitations on Memberships policy)

Vice Chairperson

Policy

The Vice Chairperson assumes the duties of the Chairperson in his/her absence.

Procedure

  1. The Vice-Chairperson’s duties include the following:
    1. Shall preside in the absence of the Chairperson or whenever the Chairperson temporarily vacates the chair.
    2. Shall be responsible for calling together and presiding over the Executive committee meetings. (see Policy Council Sub-Committees and Description of Standing Committees policy)
    3. Shall be responsible for calling together and presiding over,when necessary, the joint Executive committee (Board and Policy Council).
    4. Shall be the Policy Council representative to the Board of Directors.

Secretary

Policy

The Secretary sits on the Executive committee and assists the Executive Administrative Assistant in maintaining official records for the Policy Council.

Procedure

  1. The Secretary’s duties include the following:
    1. Will help produce the monthly “Policy Council (PC) Parent Chat” Newsletter.
    2. Will attend Personnel committee as the non-voting chairperson.
    3. Will take official notes in the absence of the Executive Assistant.
    4. Must serve as a member of the Executive committee. (see Policy Council Sub-Committees and Description of Standing Committees policy)

Treasurer

Policy

The Treasurer maintains and reports on Policy Council financial activities.

Procedure

  1. The Treasurer’s duties are as follows:
    1. Shall be responsible to the Policy Council and staff for the accounting and monthly reporting of the Policy Council budget, federal and non-federal funds.
    2. Shall keep an accurate accounting system and write child care reimbursement checks on a weekly basis.
    3. Shall be a member of the Policy Council Budget committee.
    4. Must serve as a member of the Executive committee. (see Policy Council Sub-Committees and Description of Standing Committees policy)

Parliamentarian

Policy

The Parliamentarian is responsible for ensuring that the Policy Council meetings run in accordance with simplified Robert’s Rules of Order, Policy Council by-laws, and the Brown Act.

Procedure

  1. The Parliamentarian’s duties are as follows:
    1. Shall be unbiased regarding the matters being discussed at meetings.
    2. Shall be able to define the By-Laws of the Policy Council and advise the Council on these as necessary.
    3. Shall be aware of the format desired by the Chairperson at meetings and assist in keeping within the format.
    4. Shall be responsible for time limitations on agenda items and holding speakers accountable to keep on time as listed on the agenda.
    5. Shall be the Chairperson of the By-laws committee. (see Policy Council Sub-Committees and Description of Standing Committees policy)
    6. Must serve as a member of the Executive Committee (see Policy Council Sub-Committees and Description of Standing Committees policy)

Historian

Policy

The Historian assumes duties when the Secretary is absent.

Procedure

  1. The Historian’s duties are as follows:
    1. Shall act as Secretary in the absence of the Secretary at regular Policy Council meetings.
    2. Shall maintain photo album to form a record of Head Start activities during the year they hold office.
    3. Shall be a member of the Events committee. (see Policy Council Sub-Committees and Description of Standing Committees policy)
    4. Must serve as a member of the Executive committee (see Policy Council Sub-Committees and Description of Standing Committees policy)

It was approved by Policy Council on September 9, 1997.
Updated January 17, 2001. May 2013. July 2014. October 2017

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