Woodside School District

WES PTA BOARD position descriptions

• President - Coordinates the work of officers and committees of the association in order that the purposes may be promoted. Presides at all meetings of the association and the executive board. Prepares the list of association officers and chairmen required for directory data and submit to the district. Signs all authorizations for payment as required by the executive board. Prepares the annual report (with assistance from Historian). Manages the PTA marketing/communications and PTA website. Attends monthly meetings of the Joint Committee on Progress.
  
  
• Vice President/Membership Chair - Serves as the primary aide to the president. Plans and manages the annual membership campaign and process. Inputs all memberships and dues into NetSuite promptly and partners with the Treasurer and Financial Secretary to make sure membership numbers are up to date. Works with the president to coordinate the work of the PTA officers and committees. Performs the duties of the president in the absence or disability of that officer to act. Performs other duties as may be prescribed in these bylaws or assigned by the association.
  
  
• VP Community Events - Manages, schedules, and organizes volunteers for PTA-sponsored school events including the Back to School BBQ, Pumpkin Carving Contest, Book Fair, and the “Gift of Giving” campaign.
  
  
• VP Hospitality - Acts as the official host of the PTA in creating a welcoming atmosphere at meetings and events. Works with volunteers and other Board members to organize and set up refreshments, food, decorations, registration, and babysitters for PTA meetings and events. Manages, schedules, and organizes volunteers for teacher lunches, Teacher Appreciation Week and other appreciation events for the teachers and staff throughout the year (ie., Teacher Coffees at The Hub). Presents hospitality budget for approval at Executive Board meeting at the start of the PTA year and monitors authorized budget.
  
  
• VP Room Parents - Manages the recruitment of room parent volunteers and maintains the weekly room parent communications. Directs room parents on the duties and budget for each classroom. Coordinates, through the room parents, the volunteers needed for various PTA activities and programs.
  
  
• VP Student Programs (ASE) - Manages the after-school enrichment program for both the fall and spring sessions, contacting vendors and scheduling the classes, as well as working with the vendors to get all sign-ups into our online registration system, Homeroom.
  
  
• Financial Secretary - Deposits monies received for the association in the association’s Board-approved bank account, giving a copy of the deposit slip to the treasurer. Keeps accurate records of all monies received for filing with the treasurer’s financial records for the association. Makes monthly and annual reports to the association. 
  
  
• Treasurer - Keeps such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the association. Remits appropriate payments of required funds to involved parties. Reviews and fulfills reimbursement requests.

• Secretary - Attends PTA Board and General Meetings, documenting the minutes of each meeting and submitting to the board for review and publishing on the PTA website.
   
• VP of Fundraising - Plans and organizes fundraising activities. Focuses on raising the amount of funds needed to meet the unit’s budget. Presents reports on proposed fundraising activities at board and association meetings for approval. Works with Treasurer, Financial Secretary and Local Unit & Data Leader to ensure that all raised funds are inputted correctly into NetSuite and accurately reconcile monthly.
  
  
• Auditor - Performs bi-annual audits (Sept & Jan) to determine the accuracy of the books, detect inconsistencies or errors, and provides recommendations for corrective action, protects the financial officers, verifies that funds were sent through channels as appropriate, and assures the membership that the association’s resources were managed in a businesslike manner within the regulations established for their use.
  
  
• Historian - Creates the yearly PTA Historian Report which documents the PTA accomplishments and volunteer hours for the year and also organizes and purchases end-of-year staff milestone gifts.
   
• VP of Green - Develops and maintains green or environmentally-minded initiatives on campus, organizes the annual Garden Fest which raises the funds for the garden curriculum, and coordinates volunteers for the school garden.
  
  
• VP of Parent Education - Serves as a liaison to the “Common Ground Speaker Series," marketing all of their events to our school community and encouraging attendance. Organizes and manages all campus-hosted events. Works with the school staff to add any necessary parent education opportunities as needed.
  
  
• VP May Day — Orchestrates the May Day festivities, which include working with WES volunteers, the Town, and the community. Organize and lead volunteers to construct the parade, the carnival, concessions, and the amphitheater program. 
  
  
• Outreach - Creates and works together on common goals that focus directly on the needs of the community. Actively invites and encourages everyone to be a part of the PTA, and assures everyone may play a role because your community is your greatest asset. Builds a volunteer base that is representative of the diversity of the community, encompassing all languages and customs. Annually surveys the school and community members. Find out what might prevent them from becoming involved: language barriers, transportation, child-care needs, times of activities, etc. Develop an outreach plan.
  
  
• Parliamentarian - Assist the president to manage meetings and advises on parliamentary procedure. Chairs Bylaws committee to review unit Bylaws each year and revise Bylaws every three years. Arranges nominating committee’s first meeting, providing information on the nomination and election process.