Carl Sandburg & DCS

PTSA

Board Position Descriptions

General Board Member Duties

Every PTSA Board Member:

  • Must be a current member of the PTSA and have completed the LWSD volunteer application. 
  • Is expected to attend all Board meetings (one per month) and PTSA general meetings (about 5 per year).   Attendance is very important, as a quorum is necessary to pass any motions. 
  • Is responsible for following PTSA By-Laws and Standing Rules and providing general support for PTSA activities as needed throughout the school year. 
  • The Board is also responsible for assembling the First Day of School Information Packets, which involves several hours of work on the Meet and Greet Day in August.
  • Has a fiduciary responsibility to make sure that the PTSA is operating in a sound legal and fiscal manner.  If an individual, as a member of the Board of Directors, fails to exercise this reasonable care and caution, that person is subject to potential personal liability for losses or damages to the PTSA.  This is not only a requirement of the Washington State PTA Uniform By-Laws but also state and federal law. 
  • All elected Board members must attend at least one State-PTA training session each year in order to comply with a mandate in the Washington State PTA Uniform By-Laws.  Every Board member is strongly encouraged to attend a PTA AND THE LAW training in September but may attend another State-PTA training to meet the requirement.  However, at least one member of the Executive Committee is required to attend a PTA AND THE LAW session in order for our local unit to remain in good standing and qualify for optimal insurance rates.

President Job Description
Duties of the President

  • The President is a member of the Executive Committee.
  • The President is elected for a one-year term and may serve for two consecutive terms in the position.
  • This position is traditionally held by Co-Presidents but can be held by one person.
  • The President will:
  • Preside at Board and general membership meetings, utilizing basic parliamentary procedure, and plan meeting agendas.
  • Disseminate information from and utilize PTSA resources from the regional, state, and national PTSA Councils.
  • Be an ex-officio member of all PTSA committees except the nominating committee.
  • Serve as a resource to facilitate and empower the Board of Directors, committee chairs, and PTSA volunteers in fulfilling their duties.
  • Act as a signatory on PTSA accounts and contracts and follow best practices associated with this fiduciary responsibility.
  • Appoint a committee of non-signatories on PTSA bank accounts to conduct a financial review of Treasurers books and records twice a year.

Serve as spokesperson for the local unit.

Secretary Job Description
Duties of the Secretary

  • The Secretary is a member of the Executive Committee.
  • The Secretary is elected for a one-year term and may serve for two consecutive terms in the position.
  • The Secretary will:
  • Attend all meetings and record minutes.
  • Provide meeting highlights and other important information to the unit newsletter editor for inclusion in school newsletter.
  • Post minutes on the website.
  • Maintain all copies of all minutes, correspondences, reports, and meeting notes.
  • Help compose outgoing correspondences at the request of the President.
  • In the event the Co-Presidents are not present, act on their behalf.

Monitor PTSA documents and ensure retention schedule is followed.


Treasurer Job Description
Duties of the Treasurer

  • The Treasurer is a member of the Executive Committee.
  • The Treasurer is elected for a one-year term and may serve for two consecutive terms in the position.
  • The Treasure will:
  • Keep an accurate and detailed account of all funds received and disbursed in the books and records of the PTSA.
    Submit written monthly financial reports every month at each meeting.  If there is not a meeting in a given month, reports will be sent to the Executive Committee.
  • Receive all funds for the PTSA promptly and deposits all funds only into the PTSA account.
  • Pay all bills promptly.
  • File the PTSA IRS990/990 EZ and Charitable Solicitations Forms.
  • Renew PTSA Insurance Policies and ensure adequate coverage.
  • Close the books at the end of the fiscal year on June 30, and twice a year submit the books and all records to financial review by a committee of non signatories on PTSA bank accounts.

Volunteer Coordinator Job Description
Duties of the Volunteer Coordinator

  • The Volunteer Coordinator is appointed upon recommendation of the Nominating Committee for a one-year term and may serve two consecutive terms in the position.
  • The Volunteer Coordinator will:
  • Create a database of volunteers and their interests from volunteer forms submitted in September.
  • Share volunteer lists with appropriate committee chairs in October.
  • Recruit a PTSA Liaison from each classroom and manage the PTSA Liaison email list for distributing important messages from committee chairs and requests for volunteers.
  • Administer the volunteer recognition program by assigning Book Dedications and sending thank-you notes.
  • Organize Volunteer Training in October.
  • Ensure volunteers have completed their LWSD volunteer application.
  • Field questions on how to volunteer at Sandburg/DCS and provide appropriate support to volunteers.

VP - School Services Job Description
Duties of the VP of Services

  • The VP of Services is appointed upon recommendation of the Nominating Committee for a one-year term and may serve two consecutive terms in the position. 
  • This position is traditionally held by Co-VPs but can be held by one person.
  • The VP of Services will oversee the following committees and activities:
  • Ice Cream Social
  • Hospitality/Teachers Luncheon
  • PTSA Membership
  • School Pictures
  • School Sportswear
  • Emergency Prep
  • Community Outreach
  • PTSA Council Scholarship Basket
  • Staff Appreciation
  • Field Day
  • 5/6 Grade Celebration
  • Dad/Working Parent Event\
  • New Family Outreach (New)
  • The VP of Services will:
  • Recruit a chair for each committee.
  • Contact chairs to communicate committee budget, check on project planning, discuss important milestones, and offer Board support to committees.
  • Report to the Board on committees work at Board meetings.
  • After committees work is complete, ensure all receipts are turned in, program materials are returned to storage, and all notes and documentation are updated and ready for the next year.
  • Help facilitate chair transitions when necessary.

VP - Communications Job Description
Duties of the VP of Communications

  • The VP of Communications is appointed upon recommendation of the Nominating Committee for a one-year term and may serve two consecutive terms in the position. 
  • This position is traditionally held by Co-VPs but can be held by one person.
    The VP of Communications is responsible for ensuring that PTSA is providing excellent communication with students, teachers, families, administration, and community.
  • The VP of Communications will ensure that information is easily accessible to all members of the Sandburg/DCS community and evaluate the effectiveness of existing communication tools.  
  • The VP of Communications will oversee the following committees and activities:
  • Informer
  • Directory
  • Memory Book
  • Reader Board
  • Website
  • Bulletin Boards/Information Stations
  • First Day Packet
  • Special Needs Liaison
  • Legislative Liaison
  • The VP of Communications will:
  • Recruit a chair person for each committee.
  • Contact chairs to communicate project budgets, check on project planning, discuss important milestones, and offer Board support to committees.
  • Report to the Board on committees work at Board meetings.
  • After committees work is complete, ensure that all receipts are turned in, program materials are returned to storage, and all notes and documentation are updated and ready for the next year.
  • Help facilitate chair transitions when necessary.

     

VP - Ways and Means Job Description
Duties of the VP of Ways and Means

  • The VP of Ways and Means is appointed upon recommendation of the Nominating Committee for a one-year term and may serve two consecutive terms in the position.
  • This position is traditionally held by Co-VPs but can be held by one person.
  • The VP of Ways and Means ensures that fundraising goals are met and reported to the Board in an accurate and timely manner.
  • The VP of Ways and Means will oversee the following committees and activities:
  • Box Tops/Soup Labels
  • FUN RUN/DANCE MARATHON
  • Supplemental Fundraiser(s), as needed to meet fundraising goal
  • Easy Money Makers
  • Carnival
  • Craft Fair
  • The VP of Ways and Means will:
  • Recruit a chair for each committee.
  • Contact chairs to communicate project budgets, check on project planning, discuss important milestones, and offer Board support to committees.
  • Report to the Board on committees work at Board meetings.
  • After committees work is complete, ensure that all receipts are turned in, program materials are returned to storage, and all notes and documentation are updated and ready for the next year.
  • Help facilitate chair transitions when necessary.

VP - Enrichment Job Description
Duties of the VP of Enrichment

  • The VP of Enrichment is appointed upon recommendation of the Nominating Committee for a one-year term and may serve two consecutive terms in the position. 
  • This position is traditionally held by Co-VPs but can be held by one person.
  • The VP of Enrichment will oversee the following committees and activities:
  • Art Enrichment
  • Math Enrichment
  • Book Rodeo
  • Science Expo
  • Alumni Scholarships
  • Reflections
  • Camp Carl
  • Art Wizards
  • Chess Club
  • Homework Club
  • Jump Rope Club
  • Language Club
  • Math Olympiad (5th)
  • Math Olympiad (6th)
  • Sandbo Sports
  • Sandburg/DCS Singers
  • Science Club (Legos)
  • Spirit Squad
  • Striders Club
  • Studio East Play
  • Yoga
  • The VP of Enrichment will:
  • Recruit a chair person for each committee and provide them with the Enrichment Chair instructions.
  • Ensure each chair person is a PTSA member and has completed the LWSD volunteer application.
  • Answer questions about programs from staff, chairs, and parents.
  • Have the Board of Directors approve the enrichment programs for the year at the September Board Meeting.
  • Create a seasonal calendar of enrichment programs for the main office, PTSA Board, and website.
  • Post enrichment activities calendar to the website.
  • Complete a Building Use Form for use of any school space before or after school, as mandated by LWSD.  Rooms for all enrichment activities must be reserved through Rosie in the main office, after checking the school calendar for conflicts.
  • Communicate date changes for any enrichment programs to the main office and custodian.
  • Create a phone directory of all enrichment program chairs for your records, and give a copy to the main office.
  • Inform all chairs to have a hard copy of their registration forms for the main office and to post registration forms online.
  • Purge Information Station of old registration forms, and make sure active program registration forms are available.
  • Provide reports to the Board on the status of all enrichment programs at Board meetings or upon request.
  • When working with an outside contractor, make sure to obtain a completed W-9 Form, signed contracts, and verify that contractors have submitted the LWSD volunteer application.
  • All signed contracts must be filed in the PTSA Grants/Contracts binder near the PTSA safe.
  • Process all student registrations using the following procedure:
  • Record check/cash amount at bottom of registration form.
  • Record student name, grade, and amount paid on roster kept by enrichment chair.
  • Stamp back of checks.
  • Make copies of checks.
  • Fill out a separate cash counting form for each activity.
  • Attach checks/cash to completed cash counting form, and place in PTSA vault.
  • File student registration forms in PTSA cabinet next to Bettes desk.  (Each chair will retrieve forms from there.  If the chair is a teacher, put forms in his/her box.)