PTSA Overview of Responsibilities

Transcription

1 PTSA Overview f Respnsibilities Executive Bard members All Executive Bard members: Be a current member f the WMS PTSA. This is necessary fr the PTSA umbrella insurance t bind. Attend all mnthly PTSA Bard meetings and quarterly PTSA general meetings. Read all draft meeting minutes and infrm secretary f revisins within ne week. Read all final meeting minutes and be prepared t vte n their acceptance at the next bard meeting Supprt the missin f the WMS PTSA. Be fiscally respnsible and mindful f vlunteer time. Attend training as needed t fully understand and be able t implement yur PTSA respnsibilities and standing rules. Day One cmmittee member Fulfill all the respnsibilities f yur psitin in a timely fashin. President(s): Oversee the smth peratin f all PTSA utreach and rganizatin. Present an agenda t all bard members in advance f all mnthly bard meetings. Run all bard meetings in an rderly and timely manner. Schedule, publicize and run at least 3 general membership meetings each year (WSPTSA requirement fr gd standing). Write PTSA article fr all PawPrints newsletters except January s Auctin issue. Establish relatinship and maintain cmmunicatin with WMS Principal, Staff and administratin.

2 Be accessible and available t WMS students, families and staff. Authrized check signer. Budget Cmmittee member. Cmpile and stre a cmplete file snapsht f PTSA frms, and dcuments in the PTSA file cabinet by 25-Jun. Secretary: Recrd minutes f each bard meeting and each general meeting including any interim business cnducted between meetings. Within ne week f meeting, distribute draft minutes and Actin Items t all bard members. Review/fllw-up n Actin Items frm previus meeting and ensure minutes are apprved by the bard at the next available bard meeting. Send apprved minutes t all bard members (including treasurer fr their recrds bk), ther attendees, and webmaster fr psting n WMS web site. Lead review and update f the verview dcument as necessary. Maintain Secretary s cpy f legal dcuments ntebk. Treasurer: Manage WMS PTSA funds Depsit and disburse mney accrding t WMS PTSA Standing Rules and WA State PTA By-laws Keep detailed financial recrds Prepare and present mnthly reprts f actual vs. budgeted incme and expenses Prvide recmmendatins n spend rates and cash reserve guidelines Prvide histrical financial infrmatin t supprt financial decisin making by the Bard

3 Ensure that new r revised budgets are apprved by the bard and then the general membership Participate in annual financial audit as the cmmittee chair fr the year prir t service and by being available fr questins fr current year Finance Chair Oversees Cmmittee which includes Annual Fund, Auctin Team, Opprtunity Grants and Budget Cmmittee Manages the versight f allcating, accunting and cmmunicating PTSA fund investments Respnsible fr reprting ut t the Bard n the utcmes and gals related t PTSA investments Ensures practive and timely budget related utreach and cmmunicatins t Principal, Staff and Administratin as it relates t PTSA funds (in partnership with individual cmmittee members) Outreach Chair: Oversees Cmmittee which includes Vlunteer Crdinatr, Elementary and High Schl Infrmatin Nights, Legislative Chair/PTSA Membership and Building Leadership Team (BLT) Ensures the effective strategy and executin f all PTSA utreach effrts. Outreach is defined as utreach t the nn-wms cmmunities including the District, neighbrhds, and feeder schls. Create a vlunteerism gal and strategy Wrks twards increasing parent vlunteerism and invlvement

4 Cmmunicatins Chair: Oversees Cmmittee which includes PawPrints, Junir Husky Happenings, PTSA Web Site, Day One Packets and Bulletin Bard Define audience and gals f all PTSA cmmunicatin channels: Jr Husky Happenings, PawPrints, Website and bulletin bard. Crdinate cmmunicatins f all f channels thrughut the year. Wrk with WMS administratin, faculty and staff t ensure effective and timely infrmatin flw between the schl and the PTSA bard and membership. Oversee prductin and disseminatin f all cmmunicatin. Oversee timely updates f WMS 101 dcument, as necessary. Events Chair Oversees Cmmittee which includes Wallapalza, Science Fair, The Bite, Ice Cream Scial, 8 th Grade Prmtin, and New Family Welcme Tea Ensures effective and timely cmmunicatin and utreach t prmte strng cnnectins with teacher, administratin and parent cmmunities fr successful events Creates a strng cmmunity-riented envirnment thrugh student/family utreach activities Creates a bridge between PTSA and teacher, administratin and student/family cmmunities

5 Special Prjects Chair Oversees Cmmittee which includes Staff Appreciatin, Schl Turs, Ski Bus, Grunds, Student Directry and Picture Day Crdinates ne-ff events t supprt the schl and student bdy PTSA Cmmittee Chair All Cmmittee Chairs Be a current member f the WMS PTSA. This is necessary fr the PTSA umbrella insurance t bind Supprt the missin f the WMS PTSA Be fiscally respnsible and mindful f vlunteer time Present t PTSA Bard if/when requested; prvide the results f yur effrts and PTSA investments t yur Chair Make recmmendatins t the Bard and/r yur Chair abut apprpriate changes in funding levels r executin Request reimbursement fr expenses as they accrue Submit recnciled recrds t the treasurer(s) n later than 25-Jun Fulfill all the respnsibilities f yur psitin in a timely fashin Serve as Day One cmmittee member Annual Fund (2+ members) Update Annual Fund letter and t Day One rganizer t be added t back t schl packets (Aug) Design a campaign theme

6 Develp, print and mail Annual Fund slicitatin letter and dnatin frm in fall (by Nv 1). Develp secnd mailing fr early December and an additinal letter fr prir t January 1, prmting tax benefit. Create a matching grup that will dnate $20 t $30K Prmte prgram using all apprpriate cmmunicatins vehicles including PawPrints and Jr Husky Happenings Cllect and recrd int Little Green Light all dnatins received. Deliver all received dnatins t Treasurer within tw weeks f receipt. Prvide peridic status update t Finance Chair and/r PTSA bard. Send acknwledgement / thanks t dnrs within tw weeks f receipt f dnatin. Keep wrking until yu make yur gal, which shuld be higher than the previus year s gal! Ensure Annual Fund ntebk is updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t the new schl year wner if applicable Auctin Team (5+ members) Schedule, plan and manage annual fundraising event (traditinally an auctin held in March). Recruit and crdinate subcmmittee chairs fr Prcurement (Inventry) Setup/Cleanup Fd Decratins Publicity & Cmmunicatin Reservatins Vide Others as needed During Auctin seasn, prvide updates t Finance Chair and/r Bard

7 Wrk with Treasurer t recncile event finances and submit the required reprts befre auctin sftware access is shut dwn. Ensure Auctin ntebk is handed ff t new chair and effectively transitin the duties and inner-wrkings f yur rle t the new schl Opprtunity Grants Crdinatr Update Opprtunity Grant request frm fr current year, stck ffice, t staff and send t webmaster Create cmmunicatin plan fr ensuring administratin and staff are aware f OG funds Facilitate and maintain recrds f all Opprtunity Grant requests Prvide recmmendatin t fund, partially fund r deny grants (including budget line item, either Opprtunity Grants r Artist in Residence) t President(s), Finance Chair and Principal prir t Bard meetings. Present Grant prpsals and recmmendatins prir t bard meetings and make facilitate Q&A during Bard mtgs; Fr any grant request belw $500, Opprtunity Grant Crdinatr may apprve withut full Bard vte Wrk with Opprtunity Grant recipients t understand the results and impact impact f OG investments and reprt back t the Bard Partner with treasurers t keep current status n funds allcatins and disbursements. Clse ut the grant prgram when the funds are depleted r April 1, whichever is earlier and prvide recnciled recrds t Treasurers befre May 1. Lead the annual revisin t standing rules and ensure they are apprved by the general membership as required by the State PTSA.

8 Ad Hc Fundraising Crdinate and cmmunicate On-line merchant matching (Amazn, etc.) Crdinate and cmmunicate E-scrip participatin, Bx Tps fr Educatin, etc Liaisn Franz Bakery participatin Prvide Finance Chair and Treasurers with mnthly updates t supprt treasury reprts given at bard meetings. Pursue and prmte additinal ad hc fundraising pprtunities. Budget Cmmittee Lead Lead annual budget preparatin prcess in Feb/Mar, with draft budget fr presentatin t general membership in Apr/May Recruit Budget Cmmittee members Evaluate current schl year PTSA spend: Cmmunicate with PTSA Bard, Principal, Administratin and Staff t determine what budget changes may be required fr fllwing schl year With cmmittee, understand the effectiveness f spend t determine apprpriate changes in funding levels Vlunteer Crdinatr Day One cmmittee member Prepare vlunteer sign-up frm nline and hard cpy fr First-Day packet Cllect cmpleted vlunteer frms frm First-Day packets. Create infrastructure fr nline vlunteer sign ups - Vlunteersignup.rg

9 Recruit and crdinate vlunteers fr PTSA-spnsred and supprted events in a timely manner, cmmunicating with the event crdinatrs as necessary. Elementary Schl Infrmatin Night Outreach t feeder elementary schls (primarily getting the wrd ut abut turs and transitin night, als take sme accelerated learning FAQ sheets t the private schls nearby) Infrms and builds awareness within the neighbring Elementary Schl cmmunities High Schl Infrmatin Night Organize High Schl infrmatin events; Ensure event ntebk is updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t the new schl Legislative Chair/PTSA Membership Represent schl by cmmunicating WMS cmmunity s pririties at State, Regin and Cuncil PTSA legislative meetings and at annual WSPTA Legislative Assembly. Reprt Legislative issues mnthly at PTSA Bard meetings. Cmmunicate legislative issues and news t WMS cmmunity via PawPrints newsletter, general meeting presentatins and ther means, as necessary. Receive and prcess annual PTSA membership registratins. Ensure three payment dates are easily met by prviding depsits and remittance frms t Treasurers at r befre the previus bard meeting.

10 Represent PTSA at schl events during the year t infrm abut PTSA activities, pprtunities fr invlvement, and t recruit new members. Prvide membership recrds t Treasurers befre May 1. Ensure Membership ntebk is handed ff t new chair and effectively transitin the duties and inner-wrkings f yur rle t the new schl year wner if applicable Building Leadership Team (BLT) 2 members Attend all bi-weekly BLT meetings Act as liaisn between BLT & PTSA Prvide mnthly updates t Bard BLT issues, discussins and decisins t PTSA bard PawPrints (4 members) Maintain PawPrints publishing template Slicit timely cntributins f cntent quarterly Cllect, edit and frmat cntent Manage PawPrints cntributins and editrs Send publicatin t PTSA President(s), WMS Principal and cntributrs t prf read befre printing Send t printer with sufficient lead time fr in-hme delivery quarterly Send t WMS Webmaster fr psting Send t Cmmunicatins Crdinatr fr distributin. Ensure Editr ntebk is updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t the new schl

11 Junir Husky Happenings (1+ member) Slicit brief, ften time-sensitive annuncements frm WMS parents, students and staff fr bi-weekly publicatin Cmpile summary f annuncements Have bi-weekly publicatins prf read by PTSA President(s) and/r WMS Principal befre ing. Maintain cntact list and ensure integrity f the database and distributin technlgy Send t Webmaster fr psting Ensure JHH ntebk is updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t and de new schl year wner if applicable PTSA Web Site Maintain WMS website t ensure wrking web links, current infrmatin Pst infrmatin as requested by members f WMS cmmunity Remve / archive utdated materials. Ensure Webmaster ntebk is updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t the new schl year wner if applicable Day One Crdinatr Slicit updated cpies f all PTSA dcuments t be included in packets (Aug) - frm whm ask Fina Purchase clred cpy paper and make 1300 cpies f each dcument using WMS cpiers, crdinating usage with WMS staff. Organize vlunteers t assemble packets (week befre schl), hand ut schedules n first day f schl and deliver packets t classrms (first Friday f schl)

12 Prvide PTSA membership sign up pprtunity including cmmittee ppttunities Cllect addresses frm parents n first day Pass ut PTSA infrmatin n first day Ensure Day One ntebk is updated and handed ff and effectively transitin the Bulletin Bard duties and inner-wrkings f yur rle t the new schl Keep the WMSPTSA bulletin bard, lcated in the WMS main entrance, up t date. Crdinate with teachers fr PTSA spnsred events Wallapalza Act as single pint f cntact t LA/SS Department Head t understand needs Practively cmmunicate with teaching staff t understand bjectives and hw PTSA can be invlved Wrk with vlunteer crdinatr t staff apprpriately Reprt back t Events Chair and/r Bard n utcmes and impact The Bite Lead the Bite f Washingtn Event in September with team including expanded fd ptins Wrk with the Families and Educatin Outreach (FEAT) grup t crdinate cmmunity invlvement

13 Ensure event ntebk is updated and handed ff and effectively transitin the Ice Cream Scial duties and inner-wrkings f yur rle t the new schl Organize New student Ice-Cream Scial shrtly in August prir t schl starting Ensure event ntebk is updated and handed ff and effectively transitin the Science Fair duties and inner-wrkings f yur rle t the new schl Act as single pint f cntact t Science Department Head t understand needs Practively cmmunicate with teaching staff t understand bjectives and hw PTSA can be invlved Wrk with vlunteer crdinatr t staff apprpriately Reprt back t Events Chair and/r Bard n utcmes and impact 8th Grade Prmtin Oversee 8th grade prmtin and receptin Organize prmtin speaker Ensure prmtin ntebk(s) are updated and handed ff and effectively transitin the duties and inner-wrkings f yur rle t the new schl year wner if applicable New Family Welcme Tea Organize refreshments hur fr parents (especially 6th grade) n first day Crdinate WMS 101 during the First Day, given by the Principal and c-presidents

14 Staff Appreciatin Crdinate back t schl treat bags fr staff that include scrip fr Bite f Washingtn (week befre Bite) Crdinate staff dinner fr Curriculum Night Crdinate staff lunch the early day and dinner the late day fr Parent-Teacher Cnferences Crdinate staff appreciatin lunchen (and ther activities as decided) during Teacher Appreciatin Week (1st week f May) Ensure Staff Appreciatin ntebk is handed ff t new chair and effectively transitin the duties and inner-wrkings f yur rle t the new schl year wner if applicable Schl Turs Crdinate with Principal n the schedule Crdinate vlunteers t serve as Tur Guides Update schl maps and schedules as needed Ski Bus Wrk with Mhan and teacher crdinatr t rganize cmmunicatin and sign up fr ski bus Recruit parent chapernes

15 Grunds Crdinate Grunds team fr special beautificatin prjects Wrk n building relatinship with and utreach t cmmunity Maintain gardens with schl district grunds team Student Directry Cllect current names, s and phne numbers frm WMS families fr inclusin in the nline and hard cpy student directry. Obtain permissin frm families fr the use f their cntact inf. Design, print and distribute student directries in a timely fashin. Picture Day Crdinate with the picture cmpany and schl administratin n picture taking days and times Recruit vlunteers.