Rockaway Valley School Home & School Association Board Member Job Descriptions Each position has a two-year term. Half the positions expire on an even year and half expire on an odd year, as follows: President Vice-President Recording Secretary Treasurer Corresponding Secretary Lower Class Liaisons (Gr. Pre-K-4) Upper Class Liaisons (Gr. 5-7) Eighth Grade Liaison Membership Publicity Hospitality Library Liaison Cultural Arts Lunch Committee Family Support Mountain Lakes Liaison Fundraising Coordinator Yearly Positions in the Home & School Association that are not elected include: RVS Administration Representative, Teacher Liaison(s), and Board of Education Liaison. The following job descriptions are based on the By-Laws general descriptions, enhanced with the actual duties as reported by previous board members. President The President presides at all meetings of the Association and of the Executive Board and shall be an ex-officio member of all committees, except the Nominating Committee. The President shall appoint special committees and shall keep abreast of all meetings and other activities usually pertaining to the office. The President shall be responsible for maintaining records of all Home & School events and the performance of his/her office. In the absence of the President, the Vice-President shall preside at the Home & School meetings. The President and his/her spouse may be asked to help chaperone the 8 th grade banquet at the end of the school year. At the 8 th grade graduation, the President picks the two RVS Scholarship winners.
Vice-President The Vice-President shall preside in the absence of the President and shall act as aide to the President or Co-Presidents. The Vice-President shall be responsible for maintaining a complete and permanent record of the performance of that office. In the absence of President and Vice- President, the Recording Secretary shall preside at the Home & School meetings. Recording Secretary: It is the duty of the Recording Secretary to keep complete and accurate records, known as minutes of every Board meeting. After each meeting, the Recording Secretary will send, by email, a draft copy of the minutes for review and approval by the Members. Members have one week to submit changes to the minutes, after which time, the minutes will be deemed approved and a final copy will be sent, by email, to all Board members. It is also the duty of the Recording Secretary to place a copy of the minutes on the Home & School Association s display at RVS, and on the H&S website. The Recording Secretary is to make sure that each new Board member receives a copy of the By-Laws. In the event that By-Laws need to be revised (after such revisions have been approved by the Executive Board), it is the duty of the Recording Secretary to do so, and to distribute the revised By-Laws to all Board members. In the absence of the President and Vice-President, the Recording Secretary shall preside at the Home & School meetings. The Recording Secretary shall maintain the records of this office for seven years. Treasurer: The Treasurer shall receive all monies of the Association, shall keep accurate records of the receipts and expenditures, shall pay out all funds as authorized by the Association or Executive Board, shall present a statement of accounts at every meeting of the Association and other times when requested by the Executive Board. The Treasurer shall make a full report of the profits and losses of all events at the last meeting of the school year and at the "Back to School Night". The Treasurer shall meet with the Association s accountant to ensure the timely reporting of the Association's tax returns. The Treasurer is to ensure that a reserve balance, in an amount deemed necessary by the Executive Board, is carried forward to the next school year. The Treasurer shall maintain the records of this office for seven years.
Corresponding Secretary The Corresponding Secretary shall be responsible for the correspondence of the Association. It is also the duty of the Corresponding Secretary to issue letters to teachers for Teacher Wish Lists and Teacher Start Up Funds. Lower Class Liaisons: During the summer, Lower Class Liaisons organize all class parents for grades PK-4. This includes collecting all volunteer forms, sorting them per grade, giving all other areas (library, lunch, kindergarten helpers) copies of their respective volunteers. They inform all class parents about the Luncheon held the day before school starts. At the luncheon, they provide class parents with instructions and descriptions for their duties. The Back-to-School luncheon is the joint responsibility of the Lower Class Liaisons, Upper Grade Liaisons, and Hospitality. Throughout the school year, Liaisons keep class parents informed of events sponsored by the Home and School, such as, Lower Grade Fun Night, Bingo Night, bake sales, meetings, Casino Night and any correspondence. In the winter, Lower Class Liaisons are responsible for Lower Class Fun Night for students in grades PK -4. At the May H&S meeting, the Lower Class Liaisons and Membership Chairperson are responsible for presenting the slate of candidates for H&S positions that expire at the end of the current school year. Upper Class Liaisons (Grades 5-7): The Upper Class Liaisons are responsible for organizing class parents for grades 5-7 and inviting them to attend the Back to School luncheon where they will discuss their responsibilities with their teachers. The Back-to- School luncheon (day before school starts) is the joint responsibility of the Lower Class Liaison, Upper Class Liaisons, and Hospitality. Throughout the year it is the responsibility of the Liaisons to keep the class parents informed of school events. It is the responsibility of the Upper Grade Liaisons, and their spouses, to obtain and help chaperone the 8 th grade banquet. It is also the responsibility of the Upper Grade Liaisons to serve at and oversee the refreshment table at graduation. (Hospitality will provide cookies and lemonade). 8 th Grade Liaison In addition to the above, The 8 th Grade Liaison needs to organize a committee to plan the Eighth Grade Banquet. Home and School contributes a donation toward the food, decorations, and entertainment. The Liaison sends a letter to the 8 th grade parents informing them of the date and time of the banquet, the dress code and let them
know that no outside dates are permitted. (There is a notebook with more detail for your reference). Membership The Membership Chairperson is responsible for enrolling interested faculty and parents/guardians into the Home & School Association as members and collecting dues. On the first day of school, send a membership letter to all parents/guardians & staff soliciting membership and annual dues for the Association. Keep a record, by class, of membership dues received and give the received dues to the Treasurer. This Chair also maintains the membership records and creating the yearly H&SA Student Directory. In April, have the volunteer form added to the Virtual Backpack and the H&S website. These forms are to be returned to the Vice-President. At the May meeting, the Lower Class Liaisons along with the Membership Chairperson are responsible for presenting the slate of candidates for H&S positions that expire at the end of the current school year. Publicity The Publicity Chairperson is responsible for having the Home & School calendar and newsletter distributed on a weekly/bi-weekly basis (or more often as needed). This position is also responsible for updating the board in the hallway by the office on a monthly basis. The Publicity Chair issues press releases and distributes fliers for H&S functions on an as needed basis. This position is responsible for requesting that certain functions be advertised on the board at the entrance to the school off Valley Road Hospitality The Hospitality Chairperson is responsible for providing refreshments for social events sponsored by H&S. This includes set-up and clean-up for these events. The Back-to-School luncheon is the joint responsibility of the Hospitality Committee, Upper & Lower Grade Liaisons. Other events include: Back-to-School Night(s), Parent Visitation Day, D.A.R.E Graduation, the Teacher Appreciation Luncheon, 8 th Grade Awards Ceremony (cake & coffee), and Graduation Night (lemonade & cookies which the 7 th grade liaisons help serve). Library Liaison The Library Liaison is in charge of organizing volunteers for the PK through 4 th grade library sessions. In mid-august when the volunteer lists have been received, the Library Liaison calls the volunteers and sends a confirmation to each to notify them of their scheduled times. Kindergarten and first grade usually have two volunteers and PK, 2 nd, 3 rd, and 4 th have one volunteer per session. The Liaison works with the librarian
to set up an orientation for the volunteers, usually one in the morning and one in the evening. The Liaison is also responsible for arranging for substitutes, in case an assigned volunteer is unavailable for their time slot. The Liaison helps to organize the end-of-year volunteer luncheon. The Liaison may also help the librarian with special projects, such as the Guest reader program, book fairs, Dr. Seuss birthday in March, the Read- A-Thon and Friends of the Library. Cultural Arts Committee: The Cultural Arts Committee brings various programs to RVS students to enrich the educational experience. These programs may include theatre, music, art, science, math and history, as well as author and playwright visits. The Cultural Arts Committee is responsible for previewing potential programs; booking and arranging for payment; coordinating scheduling of programs with RVS' administrative assistant; advertising for programs (including electronic flyers, flyers posted at RVS, and inclusion in The Valley Views and RVS Bulletin); providing the teachers with Study Guides applicable to the programs (at least a few weeks in advance); and providing for performers' needs prior to the program and the day of the program (in coordination with RVS' administrative assistant and custodial staff). Lunch Committee: The purpose of this Committee is to ensure that the students have a nutritious lunch that will afford them the greatest opportunity for learning. The Committee is responsible for organizing the food service and scheduling of volunteers to serve the hot lunch on a weekly basis. The ordering of lunches and purchase of all necessary supplies are also the responsibility of the Committee. The members of the Committee are as follows: Food Ordering, Snack Bar and Salad Purchasing, Online Ordering, and Lunch Volunteer Coordinators. Family Support The Family Support Chairperson works with the School Nurse to determine families needing assistance and to provide assistance through programs such as the Giving Tree. Mountain Lakes Liaison Report the High School news, activities, and events to the RVS Home and School Board.