Job Descriptions for 2014/15 CMS PTA Slate

Transcription

1 Job Descriptions for 2014/15 CMS PTA Slate EXECUTIVE BOARD: PRESIDENT/PRESIDENT ELECT: Oversee all CMS PTA activities; attend meetings to represent CMS on town wide educational issues at town meeting when appropriate. Serve on school board appointed search committees and review board if requested. Prepare weekly PTA to members and proof all other committee communications to members prior to distribution. Set agendas for and attend monthly executive PTA Board meetings, as well as 3 yearly general meetings, usually shared with BMS. Attend monthly PTA Presidents meetings and "Brown Bag" meetings with Superintendent (first two Wednesdays of the month, respectively), PTA Council meetings as scheduled and twice monthly meetings with CMS Principal. Coordinate summer parent information distribution and PTA event calendar. Committees under direct oversight are CARE, Health & Wellness, Nominating, School Climate, School Safety, SPED, Tools for Schools, Workshop, and Parliamentarian. VP/ASSISTANT VP WAYS & MEANS Attend all General and Executive Board PTA meetings. Stand in for or assist the president(s) when called upon. Oversee any and all fundraising committees; Book Fair, Celebration Seats, Election Day Bake Sale, Membership/Directory, Parent Fundraiser, and Yearbook/Picture Day. Responsible for communicating with committee chairs regarding budgets, flyers, and "blurbs" for weekly updates. Monitor expenses incurred by committees to insure they are within budgetary guidelines. Provide Committee Reports from prior year to committee chairs and follow up after event for changes/addendums to reports. VP/ ASSISTANT VP COMMUNICATIONS Attend all General and Executive Board PTA meetings. Oversee following committees: Lost and Found, Spring Art Show, Cultural Arts, New Families' Coffee, New Student/New Parent Orientation, Permanent Art Collection, PYD, Reflections, Social Action, and Thanksgiving Bread Baking. Responsible for communicating with committee chairs regarding budgets, flyers, and "blurbs" for PTA weekly s. Monitor expenses incurred by committees to insure they are within budgetary guidelines. Provide Committee Reports from prior year to committee chairs and follow up after event for changes/addendums to reports.

2 VP/ ASSISTANT VP VOLUNTEERS/EVENTS Attend all General and Executive Board PTA meetings. Oversee following committees: All School Ice Skating, Back to School Nights, Beautification, Custodial Lunch, 8th Grade Commencement, 8th Grade Slideshow, Fall Faculty Breakfast, June PTA Brunch, May Teacher Appreciation, Monster Mash, 6th Grade Social Event, and Staff Valentine's Day Goodie Bags. Responsible for communicating with committee chairs regarding budgets, flyers, and "blurbs" for PTA weekly s. Monitor expenses incurred by committees to insure they are within budgetary guidelines. Provide Committee Reports from prior year to committee chairs and follow up after event for changes/addendums to reports. TREASURER/ASSISTANT TREASURER Attend all General and Executive Board PTA meetings. Develop the PTA budget with presidents. Treasurer Year 2 Prepare monthly financial report to present at Executive Board and General PTA meetings. Maintain PTA accounts, reconcile bank statement, and write checks supported by original invoices, check requests etc; makes sure all amounts are within budget. Pay membership dues to CTPTA by October 15 and continue to pay as needed. Pay AIM insurance by October 31. Liaise with accounting firm in annual tax preparation. Treasurer Year 1 make deposits, compare amounts to tallies compiled by committee chair and follows up with discrepancies. Informs each committee chair of their budget in advance of their event or job. Assist year 2 treasurer on an as needed basis. Computer skills are necessary (currently on QuickBooks Pro). CMS GRANTS ADMINISTRATOR Attends all general and executive board PTA meetings. Responsible for administering the CMS PTA Grants Program. Promotes CMS PTA Grants program by attending teacher meetings at beginning of year. Collects and investigates proposals, presents to executive board. Some follow up activity. RECORDING SECRETARY Attend all General and Executive Board PTA meetings. Responsible for recording, maintaining and distributing minutes at the Executive Board and general PTA Meetings. Take attendance at all General and Executive Board meetings. minutes to all executive board members for review prior to the next Executive Board meeting. (Co Presidents need to receive minutes within one week of the executive board meeting, upon approval minutes will be forwarded to all E.B. members). Arrange for a replacement to take minutes (preferably another executive board member) if s/he will not be present at a meeting.

3 WEBMASTER (1) (All year) Maintain CMS PTA website. Keep current all content forms, monthly calendar, board listings etc. Post the monthly PTA information to the website. Post all messages that get sent to parents. Post flyers, order forms etc. Remove information from website when deadlines have passed. Sends out any correspondence via e mail as requested by the Presidents. Sends various announcements and notices of school activities and programs as they occur. Must learn Schoology, Blackboard Connect, and Google Docs. PAST PRESIDENT Acts as an advisor to the board and general membership. Acts as advisor to Nominating Committee. Acts as Parliamentarian. COMMITTEES UNDER WAYS & MEANS VP's: BOOK FAIR (2) (December) The book fair chairs need to choose a date and fill out and return Contract and other paperwork to Barnes and Noble prior to the book fair which will be held in December, for one day. They will be responsible for publicity ( blasts, CTV announcements, school posters, Westport Media, etc). The chairs do not need to be at Barnes & Noble throughout the entire duration of the fair this depends on how many volunteers there are. Two volunteers are needed for the gift wrap table and one or two volunteers for the greeting table for a time frame of 10a 8p. They will need to decide and coordinate, if they want a guest author, entertainment, raffle, etc. CELEBRATION SEATS Prepare flyer and order form for dedication markers to be included in the summer mailing/blackboard posting. Collect forms and send confirmation cards. Prepare blurbs for PTA weekly s to continue sales if seats are available. Track the number of remaining seats. When sales are closed, order plaques and arrange for installation ELECTION DAY BAKE SALE Solicit baked and paper goods from PTA members through blurbs in the PTA s. Arrange volunteers to man the table in the back of CMS where voting takes place. MEMBERSHIP (1st year position)/directory (2nd year position): MEMBERSHIP (1, year long) Before taking on this position, Chair must sign the User Acceptance Agreement as s/he will have access and editing capabilities to confidential parent information. The

4 Membership Chair maintains the PTA membership list, collects any PTA dues that are paid by check and ensures that, if parents do not pay their dues, access to the online directory is turned off until funds are received. They are responsible for following up on any payment issues/problems with PTA dues. In mid October, the Chair will provide the Treasurer, Secretary, and PTA Presidents with a list of all PTA members which is used to pay CT PTA dues and used by the Secretary for any voting purposes. DIRECTORY (1, year long) Before taking on this position, Chair must sign the User Acceptance Agreement as s/he will have access and editing capabilities to confidential parent information. The Directory Chair is the system administrator for the Online PTA Parent Directory. S/he will help parents with registration, logon issues and will also be responsible for editing data of parents who are not PTA members. The Chair will assist in training the Membership Chair on how to navigate and use the MobileArq system. Chair is responsible for providing printed directories to feeder schools in January for use in Nominating. If the Executive Board approves the sale of a printed directory the Chair is responsible for collecting money, printing and distributing the printed directories. PARENT FUNDRAISER Depending on the type of fundraising, this can be a one person or several person committee responsible for organizing and implementing a parent fundraiser normally to raise funds for a specific PTA initiative. Previous fundraising activities included a Westport Country Playhouse event and a mail in fundraising campaign. YEARBOOK/PICTURE DAY Coordinate 6 8 volunteers to help photographers on picture day and re take day, write and submit a "blurb" for weekly in the fall (picture days) and spring (yearbook purchases). COMMITTEES UNDER COMMUNICATIONS VP's CMS ART SHOW Coordinate with art teachers; arrange for volunteers to set up/display pre selected artwork by CMS students in the common areas of the school; arrange an opening night with school principal, and set up a snack table. Write blurbs for weekly s to advertise to parents. Arrange for volunteers to take down artwork after run of show. CULTURAL ARTS

5 Cultural Arts Reps meet with the town wide committee to preview and organize special cultural arts performances and workshops at the schools. This is a year round committee with reps meeting as a whole the 1st Wednesday of every month. Other responsibilities include previewing at least 5 shows in local schools, attending performances that come to CMS (2 per year), and publicity for the events. LOST & FOUND Arrange to display Lost & Found items from the CMS cafeteria at concerts, submit blurbs for PTA weekly s to remind parents to check items, and donate all leftover items on last day of school in December and June. NEW STUDENT/PARENT ORIENTATION Arrange for waters and donut holes or cookies for the incoming 6th graders and students new to CMS on the morning of new student orientation. NEW FAMILIES COFFEE Arranges for coffee, light snacks, nametags for new parents to the district to enjoy while they meet one another, the principal, and CMS PTA Executive Board for 1 hour in the library ~1 week after the start of school. Obtain list of new parents from school secretary and issue invites to new parents at the start of school. PERMANENT ART COLLECTION (1) Represents CMS on the town wide art committee. Works with administration and staff in selecting new art to rotate into the school. Ensures that all artwork is properly displayed and labeled. POSITIVE YOUTH DEVELOPMENT Acts as a liaison between school and town wide committee to explore issues related to PYD. Meets once per month with the town wide committee. Promote PYD to parents (via PTA weekly s) and attend PYD meetings with the school psychologist. Attend town wide PYD training meetings. REFLECTIONS Advertise and promote contest to CMS Students in school through C TV, posters, and PTA weekly s. Along with Bedford Reflections rep, arrange for judges, and forward winning entries to State Contest. Along with Bedford Rep, advertise state winners in local papers. SOCIAL ACTION (2 3)

6 (Fall/Spring) Coordinate drives for needy organizations when necessary, i.e. coats, canned foods, school supplies etc. Meet with Student Leadership Council to coordinate efforts. THANKSGIVING BREAD BAKING (2) Publicize event via PTA weekly s and flyers. Dispense bread baking tins and recipes collect baked bread and deliver to town wide Thanksgiving meal at the Saugatuck Congregational Church COMMITTEES UNDER VOLUNTEERS/EVENTS VP's ALL SCHOOL ICE SKATING Plan and implement and the all school ice skating party at Longshore Ice Rink. BACK to SCHOOL NIGHT 6TH GRADE (2) BACK to SCHOOL NIGHT 7/8TH GRADE (2) Two nights two chairs each night (6 th and then 7/8 th ). Purchase or solicit refreshments for parents attending Back to School nights. Obtain volunteers from 3rd Vice President list to donate food and drinks. Make sure table is staffed each night and clean up is covered. The different chairs will need to coordinate with each other on certain issues...i.e. food purchases, volunteers to staff tables. BEAUTIFICATION Maintain/plant/water the gardens and window boxes in the front of School. CUSTODIAN LUNCH The PTA purchases an appreciation lunch for the custodians on or around last day of school in spring. Contact head custodian to establish date/time for food delivery and order they'd like placed. Place order, pick up, and deliver food. Submit receipt immediately for reimbursement to Treasurer. 8TH GRADE COMMENCEMENT CHAIR Complete planning in cooperation with 8th grade teams and administration of the events surrounding graduation. Arrange for publicity, staffing, food, decorations, invitations/tickets, etc. Responsible for keeping event within budget provided by the PTA. 8TH GRADE COMMENCEMENT COMMITTEE

7 Committee members take on a variety of tasks, including ordering food/decorations, setting up, handling ticket distribution, arranging and mailing invites, and creating a program. 8TH GRADE SLIDE SHOW Works in conjunction with yearbook advisor to create a slideshow and possibly commemorative DVD for 8th graders to receive at graduation. FALL FACULTY BREAKFAST (2) (Day before school starts) Coordinate set up, clean up, contact vendors for or solicit donations from PTA Board members for food donations, coordinate volunteers JUNE PTA BRUNCH Organize/solicit food, location and volunteers for this event. Usually held in the home of one of the chairs. Evites/ invitations sent to entire Board ; both incoming and outgoing members. MAY TEACHER APPRECIATION LUNCH Plan the menu, coordinate food donations, set up and clean up for a staff luncheon, which is served and donated by parent volunteers. Solicit donations via PTA weekly s. MONSTER MASH CO CHAIRS (2)/MONSTER MASH COMMITTEE (4) Plan and run this fall all school event. Publicize event, plan decorations and food, arrange for volunteers to sell tickets. Obtain dance prizes and all goodies provided to the children during the event. Recruit parents to help chaperone, take tickets and man goodies table. Hire DJ, obtain check from Treasurers, set up, clean up etc. 6TH GRADE ACTIVITY Organize a fun, evening activity in the spring for the 6th graders. STAFF VALENTINE'S DAY GOODIE BAGS (3 4) Coordinate collection and production of staff thank you baskets around Valentine's Day. Prepare and submit blurb for PTA weekly s requesting donations. PRESIDENTS' COMMITTEES C.A.R.E (2)

8 Extends a helping hand, offers condolences, and sends cards, coordinates food donations to families in need when requested due to illness, death or special circumstances for CMS families and staff. Works with school office staff to stay informed of these events. Purchases token gifts for music teachers to be presented at the last night of the concert (holiday and spring). Purchases Holiday gifts for main office administration (Secretaries and Custodians). Purchases end of year retirement gifts. HEALTH & WELLNESS CMS representative on town wide Health & Wellness committee. Meets quarterly with Assistant Superintendent and Chartwell s food service representatives. Responsible for communicating general feedback to committee and updating PTA Presidents after meetings. NOMINATING Chair is responsible for forming committee and calling first meeting. Solicits members from CMS and feeder elementary schools by way of PTA weekly s. Runs nominating committee meetings. Oversees committee members making calls to proposed candidates. Oversees follow up of job confirmations. Is prepared to present the proposed executive board to general membership during April for the election at the Annual Meeting in May. Full board positions presented at May meeting need to vote on Executive Board members SCHOOL CLIMATE Serve as the parent representative of the CMS Safe School Climate Committee, a committee consisting primarily of school administrators, teachers and other staff members that works on ensuring a safe and fun environment at CMS. Attend approximately four after school meetings per year to participate in discussions related to improving school climate including but not limited to: a) review, analysis and discussion of school climate survey results; b) discussion of various action plans being designed to address areas identified as needing improvement; c) review of action plan implementation and analysis of results; d) discussion and planning relative to school climate issues as they may occur during the school year. Responsible for communicating general feedback to PTA Presidents after meetings. Special Education (SPED) Act as a liaison for Special Ed issues or programs and represents CMS on town wide special education committees. Minimum of 2 meetings per month with other school reps in district and with head of pupil services. Meeting with school administrators to update them,

9 1 2 meetings per month for sub committee work. Responsible for communicating general feedback to PTA Presidents after meetings. TOOLS for SCHOOLS Works with a team of parents, faculty and school maintenance & facilities professionals, to ensure that Indoor Air Quality (IAQ) standards are being adhered to. Participates in visual inspections conducted during team walk throughs of the entire school building; the team also follows up on staff generated TFS requests to address problems they have experienced which could be related to IAQ. Inspections can include checking HVAC supplies and returns, heating (as in are the radiators working, are they covered by boxes, etc), checking room environments (cleanliness, rubbish, signs of vermin or smells), looking for outward signs of water damage or mildew, checking that drains are being maintained properly. The complaints, the inspections, and the follow up are documented in one notebook that the TFS committee keeps. It provides a framework for schools to keep track of and be proactive about IAQ. WORKSHOP Acts as a liaison between the PTA Council Workshop Co Chairs and the parent body of those CMS children who are in Workshop. Available to answer questions from current or incoming parents of Workshop CMS children and assist in responding and assisting however necessary. Attend approximately one meeting every 6 weeks as well as being involved in whatever tasks are in issue to ensure Workshop parents are informed and educated on relevant topics, regarding relevant BOE topics, improving the website, issues in schools regarding this group or otherwise. Those meetings can be with workshop representatives from all other schools and the PTA Council Workshop co chairs, as well as with Mike Rizzo, head of Pupil Services or with the Workshop parent body. PARLIAMENTARIAN Oversees parliamentary procedural matters at CMS Board meetings.