As a non-profit, ASA is governed by a Board of Directors. This structure is dictated by Utah state law and includes several responsibilities (including fiduciary) that are mandated by law.
9.1.2.1 Number of Directors
The bylaws allow between five and nine Directors on the Board. The number of Board members should be dictated by the number of available members and the amount of work that is projected for the coming year.
As a general rule, seven is an ideal number of Directors for the following reasons:
Seven members allows for a healthy discussion with a variety of perspectives.
An odd number allows for a tie-breaker vote.
Seven members means that four Directors are required to create a quorum to hold a vote in which potentially a minimum of 3 individuals would be required to pass a motion.
More than seven members increases the difficulty of gathering regularly with all Directors present.
If necessary, a non-Parent Member can serve on the Board of Directors if they possess a specific skill set that is needed and not available within the Parent Members. However, the majority of the Board must be Parent Members of ASA.
9.1.2.2 Board Composition
In order for the Board to function well, a variety of leadership styles, strategic thinking, and execution skills should be present. Board members should exhibit a healthy mix of individuals who easily:
wonder if there are things should be addressed and discussed
can come up with new ideas
discern if a particular idea is worth pursuing or should be abandoned/revised
get the ASA community on board with a new idea or initiative
seek ways to be helpful
ensure tasks are fully completed
9.1.2.3 Director Eligibility
Officers are members of the Board who have specific responsibilities at the Board level (see Section 9.1.4.3.). Utah State law requires a non-profit board to always have a Chair, Treasurer, and Secretary. Additional officers can be appointed on a year-by-year basis if needed. It is not required that every member of the Board be an officer.
9.1.3.1 Officer Eligibility
9.1.3.2 Chair Eligibility
Because one of the Chair’s main roles is to determine the focus and direction of the Board, there are additional requirements to serve as Chair of the Board. (See Article VIII.3 above.)
Members of the Board have two distinct levels of responsibility: board-level and committee-level. At any given time, a member of the Board may find themselves switching back and forth between these levels of responsibility while making decisions and completing assignments.
9.1.4.1 Duties
All non-profit boards have three vital duties.
The Duty of Care: A nonprofit board member must take care of the nonprofit, ensuring proper use of all assets, including facilities, people, and good will.
The Duty of Loyalty: A nonprofit board member must also ensure that all of the nonprofit’s activities and transactions are furthering its mission. They must recognize and disclose any potential or actual conflict of interest and make decisions in the best interest of the nonprofit, not in the best interest of an individual board member or any other individual or group.
Duty of Obedience: Lastly, a nonprofit board member must ensure that the nonprofit obeys any applicable laws and regulations related to its operation, follows its own bylaws and policies, and maintains the advancement of the purpose and mission of the nonprofit.
These three duties should govern all decisions and actions of the Board at all times.
9.1.4.2 Investigation and Discipline
The Board of Directors oversees all investigation and disciplinary measures taken at ASA. See Section 13.8 for more details.
9.1.4.3 Duties of Officers
In addition to committee responsibilities (see Section 9.2), Officers have board-level responsibilities.
The offices of Chair, Treasurer, and Secretary are required by the State of Utah for all non-profits. These three roles are held by members of the Board and are elected by majority vote of all Board Members.
Each officer role has specific responsibilities at ASA.
Chair
Calls Board meetings, sets the agenda, and presides at meetings
Serve on the Financial Committee
Treasurer
Serve as Head of the Financial Committee
Audits ASA’s financial books
Secretary
Prepare Board meeting agendas and make available to the Board at least 24 hours prior to Board Meetings
Take minutes during Board meetings and record action items
Serve as Head of the Tech Committee
Make approved revisions to the ASA Handbook
Update the ASA history (if needed)
Renew non-profit business license with the State of Utah
File bylaws amendments with the State of Utah
9.1.4.4 Committee Oversight and Support
The Board delegates the bulk of the administrative work of ASA to committees.
Except for required committees (see Section 9.2.7), all committees are disbanded at the end of each fiscal year and then established or reestablished at the beginning of the next fiscal year. This ensures that the Board intentionally reviews the purpose of each committee and mindfully establishes only those committees that further the vision of ASA for the coming year. The Board determines which committees will be established at the beginning of Winter Semester.
Once the committees are determined, the Board surveys returning and potential incoming families to determine their interest in serving on a particular committee. Based on responses, the Board then appoints one Parent Member to serve as the Head of each committee.
A member of the Board also serves on each committee but does not need to be the Head of the committee. Whenever possible, a member of the Board does not serve on more than one committee.
The Board of Directors serves as a working board, which means they are involved with school-wide operational decisions at ASA as well as maintaining the vision and implementing policies. Board members meet regularly to ensure that ASA is functioning smoothly and that issues are addressed in a timely manner.
The Board of Directors holds regularly scheduled meetings that usually happen once a month but must happen at least four times a year. Meetings can be held online or in person.
All regularly scheduled meetings are usually scheduled at the beginning of the year so that they are held consistently. Additional Board meetings can be called by a quorum of the Board. These meetings must be announced at least two days in advance to Board members.
At least eight Parent Members of ASA can also call for a meeting of the Board but must follow the same two-days-advance-notice rules.
Board meetings usually last 1.5 to 2 hours. Meetings start and end with a prayer.
Board members also communicate regularly outside of meetings, usually through the Board Slack channels. This ongoing communication allows discussion and decisions to continue to take place in between meetings.
The balance of communication in person versus on Slack is determined by the current Board.
9.1.5.1 Agenda and Minutes
A meeting agenda should be prepared prior to each Board meeting. The agenda should include the previous Board meeting’s minutes and any interim votes made in the Board Slack channel, as well as current topics to be discussed. Each committee can also be listed on the agenda and their needs reviewed. The agenda may also include important upcoming dates and items to be discussed at a future date.
Prior to each meeting, all members of the Board may suggest topics to be discussed. The Chair determines the order of topics. Agenda items to be discussed are shared with the Secretary (usually listed in an agenda-specific Slack channel.) The Secretary also checks the ASA Yearly Timeline To Do document to see what events or decisions are coming up that should be discussed.
The Secretary then prepares the agenda and shares it with all Board members at least two days prior to the meeting so that all members can be prepared.
The Secretary takes notes during the meeting (called “minutes”), taking particular note of decisions and assignments made. These minutes are made available to all members of the Board following the meeting. Each Board member reviews the minutes prior to the next meeting to ensure that they accurately reflect their understanding of what occurred in the meeting.
At the beginning of each meeting, the minutes for the previous meeting must be accepted by a majority vote of the Board.
9.1.5.2 Quorum
A quorum of the Board of Directors exists when a majority of the members of the Board are together or having a discussion, in person or online. An official meeting taking place is not required for a quorum to exist.
A Board quorum is required to conduct all official business and to vote on an issue.
Members of the Board should take care to not make decisions or engage in Board-level discussions when a quorum of members is present but is not in an official meeting. These conversations can be considered Board meetings, which doesn’t follow the ASA bylaw’s requirement of official notice.
9.1.5.3 Voting
Revising existing policies, creating new policies, and other official decisions made by the Board require an official vote. Voting should take place only after an issue has been thoroughly considered.
The Board also votes at the beginning of each Board meeting to accept the previous meeting’s minutes. (See Section 9.1.5.1)
To call for a vote, any member of the Board may offer a motion on the issue to be decided. Another member seconds the motion. All members then vote with an “aye” or “nay.” The motion passes with a simple majority.
Ideally all members of the Board are present for official votes, but if not all are available, a quorum of Board members can hold a vote. Each present member gets one vote, and no position on the Board has more weight in voting than any other.
If necessary, a Board member may recuse themselves from a vote when there is a conflict of interest or when they know they will not be able to be present for voting.
The Board can vote on decisions using the same process as an in-person meeting, but a 2-day window for voting is provided to allow Board members time to participate.
9.1.5.4 Annual Meeting
Once a year, usually in May, the Board holds an Annual Meeting, which is required by the bylaws. The purpose of this meeting is to review the previous year, to say farewell to outgoing board members, and to orient new board members on Board procedures.
This meeting usually lasts longer than a regular Board meeting. Depending on the budget and desires of the Board members, this meeting can be treated more like a retreat, with food and “get to know you” activities.
Because the new Board should be trained and in place by June 1, new members of the Board are elected prior to May 1.
Usually during winter semester, the Nomination Committee surveys the Parent Members to determine who would be interested in serving on the Board. They also consider inviting individuals who may not volunteer but who would add a complementary element to the Board. The Nomination Committee may choose to interview potential members to ensure that they will be a good fit as a member of the Board. (See Section 9.2.7.2.)
Only current Board members vote to elect new Board members. Utah state non-profit law indicates that those who vote in a Board member must be the same group who votes out a Board member. If that need arises, the Board needs to be able to remove a Board member without involving the entire membership of ASA.
Once the election of the new Board is complete, a period of transition begins. Check the Board Transition document for a full list of items that should be done during the transition period.
During this time, the current Board members begin to train new Board members on their responsibilities. This can include one-on-one meetings as well as inviting them to Board meetings.
On June 1, the new Board officially begins their responsibilities. However, some committee responsibilities (such as responsibilities around summer Mentor Training or Family Support Committee) may need to begin prior to June 1.
The start and end date for the term is from June 1 to May 31. A member can serve for three years (three consecutive terms) before they take a break. This allows fresh perspectives to join the board and ensures that long-serving board members get a break from serving.
If a new Board member needs to be brought in during the year, they can be appointed by the Board. The nomination committee does not need to make a recommendation and an election does not need to be held. Their part-year service does not count as one term toward their 3-term limit.
9.1.9.1 Removal
9.1.9.2 Resignation
9.1.9.3 Filling a Vacancy
If an Officer role is made vacant when a member leaves the Board, the remaining Board members elect a new Board member to that office for the remainder of the term.
Serving on a non-profit Board is often a new experience for Parent Members of ASA. All Board members should review the relevant sections of the ASA Handbook every year to ensure they are in keeping with both the bylaws and policies that relate to serving on the Board.
Additionally, the Board should plan one longer training meeting at the beginning of each term that focuses on the bylaws and principles. Then, at the beginning of each board meeting during the year, a 5-minute training on policies and other handbook information should be included.
The Board should also seek out additional training to help them further understand their role as the governing body of a non-profit. It is recommended that the Board complete some kind of outside training at least every other year. The ASA general budget should include a line item covering the costs of this training.
Out-going Board members, including Officers, should individually train their in-coming counterparts with specifics related to their duties.
All Parent Members who hold positions at ASA are volunteer and not compensated. This specifically applies to members of the Board of Directors. However, non-Parent Members can be hired to do specific roles if the Board deems it necessary.
Committees are the life-blood of the administration of ASA, and most of the day-to-day work at ASA is done with committees. While the Board of Directors has oversight regarding everything that happens at ASA, it strives to leave as much decision making and “doing” to the committees. This empowers as many Parent Members as possible to participate in running ASA and allows the Board to focus on its board-specific responsibilities.
Committees work together to accomplish their responsibilities. ASA is a group effort and the goal is to create the best experience for families and students through a structure that keeps individuals engaged in a collaborative effort. Some committees require more collaboration than others, but all committees strive to use collaborative decision-making and discernment whenever possible to review ideas.
Prior to delegating to a committee, the Board should strive to clearly and fully communicate any guidelines or expectations that have been discussed at the Board level. This ensures that the committee can meet the Board’s expectations without needing approval on decisions.
9.2.1.1 Executive Committee
An Executive Committee is a committee composed only of Board members. These committees are formed so the Board can accomplish Board-related responsibilities that are part of being a Working Board.
A Committee Head should be appointed for each Executive Committee so that roles and responsibilities on the committee are clearly defined and the committee can function efficiently. As with all other committees, an Executive Committee is disbanded at the end of each fiscal year.
Examples of previous Executive Committees are:
Schedule Committee
Nomination Committee
Handbook Committee
9.2.1.2 Organization Committee
An Organization Committee is a committee composed of Parent Members and at least one Board member. These committees at ASA determine how all principles and policies are applied to their specific stewardship.
A Head is appointed to oversee each committee. (See Section 9.2.2.1.)
9.2.2.1 Committee Head
A member of each committee serves as the Head of the committee and is appointed by the Board. The Head of the committee ensures that the committee functions effectively by holding regular meetings, delegating responsibilities, and following up on action items. The Head should communicate with and report to the Board on a regular basis.
A member of the Board serves on each committee. Usually the Board member is the Head of the committee but is not required to be. Information between the Board and the Committees, as well as decision making, is more efficient and effective if the Board member is the Head of a committee.
9.2.2.2 Committee Members
The Board consults together as to who would be a good fit to serve on a committee, and then the Board invites Parent Members to join the committee. The number of committee members can vary depending on the needs of the committee.
Committees are usually composed of Parent Members of ASA, but individuals who are not members of ASA may also be invited to join a committee if approved by the Board. The Head of a committee should always be a Parent Member.
Committees at ASA manage the day-to-day operations at ASA. Each committee meets regularly to ensure that their area of responsibility is running smoothly.
Each committee determines the number and timing of their meetings based on the needs of their responsibility. Meetings can be in person or online.
The Head of each committee runs the meeting. Prior to the start of the meeting, they collect discussion topics from committee members, create an agenda, and ensure that notes are taken at each meeting.
Committees can make most decisions and implement administrative ideas without Board approval. However, decisions that could impact school policies, other committees, or ASA functioning as a whole should be discussed as a Board.
Committees can work directly with each other without Board involvement if the decisions only impact their areas of responsibility. Committees can make decisions and coordinate efforts in committee-specific Slack channels or other means of communication.
When joining a committee, a Parent Member commits for a single term of one year. A term runs from June 1 to May 31. Exceptions to the term start and end date can be made if the timing of responsibilities necessitates flexibility (such as the Mentor Training being held in June).
With the approval of the Board, committees may add members during the school year, but the term for all committee members still ends with the fiscal year. Members may serve on a committee for unlimited consecutive terms unless specifically indicated otherwise under that committee’s section below.
New committee members should be trained by reappointed or outgoing committee members.
In addition to reviewing the relevant sections of the ASA Handbook, training should include an overview of the committee responsibilities, a calendar of when events usually take place, best practices established for the committee, and being given access to and a walkthrough of all necessary documents and software.
All committee members should be aware that additional information that supports their committee functions almost always exists in the Google Drive and is available for them to reference. They should be given access by the Secretary after they receive their assignments.
Each committee submits an operating budget to the Treasurer each year in the summer by July 30. The operating budget should include all expenses the committee expects to incur. The previous year’s committee budget (if available) should be used as reference.
The Board approves all committee budgets.
ASA functions with a zero-out committee structure, which means most committees are disbanded at the end of each year and then reinstated, as needed, for the following year.
However, certain executive committees must be established every year to follow the ASA bylaws: the Financial Committee, the Nomination Committee, and the Schedule Committee.
9.2.7.1 Financial Committee
The Chair and the Treasurer of the Board must serve on the Financial Committee in keeping with Utah non-profit law. A Bookkeeper is also appointed to help reconcile the books and handle reimbursements. The Bookkeeper may not be a Director in order to uphold fiduciarily responsible separation of responsibilities. The Registrar also serves on the Finance Committee because of their involvement with tuition.
See Section 12 for the complete ASA Financial Policies and fiduciary responsibilities.
Responsibilities
A non-profit Financial Committee is responsible to:
Prepare an annual budget to be approved by the Board
Oversee financial reporting, including the annual IRS Form 990 and all required tax filing
Oversee the income and expenditures of the organization
Create an end-of-year accounting report
Preparing monthly financial statements
Ensure that financial accounts are up to date with paper trail
In addition, the Financial Committee has responsibilities specific to ASA, such as:
Ensure ASA’s bank accounts are reconciled
Ensure budget information is provided to teachers throughout the year
Ensure reimbursements are provided in a timely manner
Ensure that all tuition is paid in a timely manner in coordination with the Registrar
Time Commitment
The time commitment will vary depending on the role on the committee.
Treasurer:
The Treasurer oversees spending, reconciles and audits the accounts.
The Treasurer reports on ASA’s financial status monthly to the Board of Directors.
The Treasurer is responsible for managing all insurance policies and warranty claims.
The Treasurer prepares the Annual Budget for all of ASA by collating and consolidating all submitted budgets .
Bookkeeper: 50 hours/year (usually 1/week)
The Bookkeeper ensures that all incoming and outgoing funds are correctly recorded and paid appropriately. Reimbursements are processed as quickly as possible to respect the financial situation of mentors.
Pay insurance premium and keep insurance documents.
Keep track of fixed assets.
Chair:
The Chair is responsible to audit any reimbursements made to the Treasurer or Bookkeeper.
The Chair is responsible to sit on the Financial Committee and may review or audit any transactions as an additional set of eyes.
Eligibility
The Treasurer, ideally, will have been the Bookkeeper prior to their service on the Board or should have comparable bookkeeping experience.
Term Limit
No more than 3-4 years to protect the organization.
Documents
The Financial folder in the Google Drive holds all information related to the Financial Committee. All members of the Financial Committee have access to this folder.
Also see Section 12 regarding Financial policies and processes.
9.2.7.2 Nomination Committee
The Nomination Committee is formed when new Board members need to be elected.
Responsibilities
Survey parents (usually in January or February) to determine who is interested and able to serve
Recruit potential members
Interview candidates
Nominate recommended candidates to the full Board to be voted upon
Documents
The Nominations folder in the Google drive (only available to Board members) holds all information related to the Nomination Committee.
9.2.7.3 Schedule Committee
The Schedule Committee is responsible for creating the class schedule for the upcoming year and problem-solving schedule issues as they arise during the current year.
Responsibilities
Plan class schedule
Present schedule to the rest of the Board for approval
Find mentors for classes (Board approves)
Prepare schedule for Spring Meeting
Documents
The Schedule folder in the BOD Google Drive holds all information related to the Schedule Committee.
Creating the Schedule
Each year the Class Schedule is created by the Schedule Committee, which is composed of all the members of the Board. A member of the Board should be appointed as the Head of the Schedule Committee to ensure that the schedule is put together and approved in a timely manner.
When putting a schedule together, the Schedule Committee considers the two-year class rotation, the needs of the current and future students, the availability of mentors, student ages and interests, room sizes vs projected class size, class requirements (e.g., need the kitchen to cook), and previous schedules.
The Schedule Committee begins by sending a survey in January or February to all Parent Members to find out which classes students are interested in taking and Parent Members are interested in teaching the next year. Parent Members may also recommend classes they would be interested in seeing provided by another mentor or classes they would be interested in creating.
The Schedule Committee then puts together a schedule draft. Usually, multiple drafts of the schedule are required before a final schedule is created. It is recommended that new drafts be created anytime significant changes are made so that previous iterations can be referenced as needed. All drafts are stored on the Google Drive.
When creating the schedule, the Schedule Committee determines the ideal and max number of students that a class can hold (based on class content and classroom size). The committee also identifies specific goals or needs that a class fills. The committee then approaches possible mentors and asks if they will mentor a specific class, informing them of all the details so that the potential mentor can make an informed decision.
The Schedule Committee presents a tentative final draft of the schedule with only confirmed mentors at the Spring Meeting. At the meeting, the Schedule Committee explains the reasoning behind schedule choices and asks for additional volunteers for empty mentoring spots or committee assignments. All parent feedback is considered following the meeting, but the final schedule is determined by the Schedule Committee.
The schedule is finalized prior to Fall Registration. The final schedule is also posted on the website.
Almost all of the teaching is done by Parent Members of ASA. Occasionally an outside teacher can be brought in.
Each year, additional committees are usually required to ensure that ASA functions well each year. As described in Section 9.2.7, each committee is created to function for one year but can be recreated each year as many times as is needed.
The following are some of the additional committees that can be considered, but this list is not comprehensive.
Mentor Support
Family Support
Activity
Facilities
Tech
9.2.8.1 Mentor Support Committee
The Mentor Support Committee (MSC) is responsible for providing support to mentors so they can meet the needs of their students and feel satisfied in their responsibility as a mentor.
Observation and support of mentors is divided between committee members.
Responsibilities
Collect and review class information from mentors for registration
Provide training for mentors each semester and a Summer Mentor Training
Observe classes and ask mentors what help they need (including MAC)
Support mentors as needed
Help improve mentoring by researching and training on innovative teaching strategies
Provide a liaison between mentors and families if there is an issue
Help the academic culture stay aligned with the mission and vision of ASA
Time Commitment
Each member of the Mentor Support Committee should expect to spend 50 hours serving throughout the year.
Eligibility
A Mentor Support Committee member must have served as a mentor at ASA for at least a year and have attended at least one ASA summer training.
Term Limit
A Mentor Support Committee member may only serve three consecutive years to allow for a wide range of styles and voices in mentor training and support.
Documents
The Mentor Support Committee folder in the Google Drive holds information related to the Mentor Support Committee.
Also see relevant information in Section 5 regarding classes and Section 8 regarding mentoring.
9.2.8.2 Family Support Committee
The Family Support Committee (FSC) is responsible for connecting with and mentoring prospective and new ASA families so they can more easily matriculate into the ASA community.
The FSC is also responsible to provide ongoing support for ASA families. However, families should reach out to other committees or mentors directly whenever possible with specific needs or concerns.
Responsibilities
Manage the Interested in Joining ASA Waitlist (see Section 4.3.6)
Contact prospective families to answer questions and invite them to join ASA when there are openings
Serve as the contact point for prospective and new members
Mentor new and prospective members as they help them understand parent responsibilities and ASA policies, especially regarding expectations and communication
Support continuing members with parent or family issues
Oversee SPARK Nights
Oversee times and locations for Park Days (Board presides and directs content)
Time Commitment
Each member of the Family Support Committee should expect to spend 40 hours serving throughout the year.
At least one member of the FSC (but ideally as many as possible) should be in attendance at every parent meeting, but particularly the Spring Meeting and the Fall Mentor Training in order to be a contact person/liaison for new families who show up. This ensures that someone knows each new person’s name and can introduce them to other families.
Eligibility
All Parent members of ASA are eligible to serve on this committee.
Term Limit
There is no term limit to serve on this committee
Documents
The Family Support Committee folder in the Google Drive holds information related to the Family Support Committee.
9.2.8.3 Activities Committee
The Activities Committee is responsible for planning and carrying out student activities. They can also help with food, if needed, for parent activities.
All Activities Committee Members help with planning and attending Fall Retreat, End-of-Year Celebration and Graduation, and other activities as needed.
The Student Council Mentors serve on the Activities Committee and have the additional responsibility of mentoring the student council class and helping the members of student council plan and carry out Monthly Activities and Spirit Days.
Yearbook Mentors serve on the Activities Committee and are in charge of Picture Days, taking pictures of events, and Yearbook Signing Party at the end of the year.
Responsibilities
All Activities Committee Members
Plan and oversee student activities, including Fall Retreat, Winter Retreat (when applicable), and End-of-Year Celebration and Graduation.
May coordinate with food committee (if established) for large student activities
Attend Monthly Activities when needed (It is best to have four adults at each Monthly Activity)
Substitute for Student Council and Yearbook if needed and if available
Student Council Mentors
Responsibilities in addition to those listed for All Activities Committee Members
Mentor the Student Council class
Help members of Student Council to plan and carry out activities
Attend all Monthly Activities and Spirit Days that they are in charge of. If the Student Council Mentor cannot attend a Monthly Activity, they should ask a member of the Student Activities Committee or another Parent Member to attend the activity in their place.
Ensure that there is adequate supervision at all ASA activities. Activities must always have at least two adults, but ideally there would be at least four adults at each activity.
Yearbook Mentors
Responsibilities in addition to those listed for All Activities Committee Members
Mentor the Yearbook Class
Oversee Picture Day, Class Pictures, and Yearbook Signing (usually the first Thursday in May)
Take pictures (of events, activities, students, etc.)
Lead the Yearbook Class in creating the yearbook and have it printed and ready for the Yearbook Signing
When applicable, create a slideshow for the End-of-Year Celebration and Graduation
When possible, attend Monthly Activities and Spirit Days to help with supervising, as well as take pictures of the event
Time Commitment
Members of the Activities Committee who are not mentoring Student Council or Yearbook should expect to spend 20 hours serving throughout the year. Members who are also serving as Student Council or Yearbook mentors should assume a higher number of hours based on mentoring and activity oversight responsibilities.
Eligibility
All Parent members of ASA are eligible to serve on this committee.
Term Limit
There is no term limit to serve on this committee
Documents
The Activities Committee folder in the Google Drive holds information related to the Activities Committee.
Also see relevant information in Section 6 regarding retreats and activities.
9.2.8.4 Facilities Committee
The Facilities Committee oversees the weekly facility set up and clean up, and maintains all ASA supplies and equipment.
Responsibilities
Serve as liaison with the PAC (usually the member of the Board on the committee)
Oversee keys to the PAC
Assign classrooms to teachers
Organize the set up and clean up of ASA each Thursday, including creating a list of weekly cleaning jobs that students can help with
Oversee clean up and lock up of the building for every ASA use
Ring the lunch bell 5 minutes before lunch ends
Oversee clean up at lunch time
Manage the ASA supply closet
Track mentor supplies and makes sure room/teacher supplies are stocked
Manage ASA-owned media equipment, books, and class supplies
Manage lost and found
Time Commitment
Each member of the Facilities Committee should expect to spend 50 hours serving throughout the year.
Eligibility
All Parent members of ASA are eligible to serve on this committee.
Term Limit
There is no term limit to serve on this committee
Documents
The Facilities Committee folder in the Google Drive holds information related to the Facilities Committee.
Also see relevant information in Section 10 regarding facilities.
9.2.8.5 Tech Committee
The tech committee is responsible for the software that supports ASA. They ensure that information is organized online in ways that are accessible to the members, while also respecting privacy. The Secretary of the Board serves as the Head of this committee. The Registrar and Webmaster are members of this Committee.
Full Committee Responsibilities
Ensure communication systems work and are accessible, including Slack, email groups, website, class blogs, etc.
Ensure that new and current families have full access each year and provide support if needed
Confirm new members have joined the communication platforms necessary to receive information from ASA.
Provide a Family Contact information document
Keep Google Drive in order and ensure appropriate access
Board Secretary
Ensure all decisions made by the board (policies, etc) is communicated in order to update website, registration
Support families if they have trouble joining communication platforms
Facilitates problem-solving tech issues throughout ASA, as needed
Keep ASA Handbook up to date
Registrar
Create and update the registration system for each registration period
Test registration prior to each registration period
Manage add/drop requests
Oversee tuition payments
Create payment plans
Send tentative and final rosters to mentors at the beginning of each semester
Ensure final rosters match students who are attending each class
Also serves on the Finance Committee
Webmaster
Maintain the website
Ensure website has up-to-date information, including policies, contact information, and leadership details
Create class blogs
Time Commitment
Each member of the Tech Committee should expect to spend 5–10 hours serving throughout the year.
Eligibility
All Parent members of ASA are eligible to serve on this committee.
Term Limit
There is no term limit to serve on this committee
Documents
The Tech Committee folder in the Google Drive holds information related to the Tech Committee.
Also see relevant information in Section 11 regarding technology.