Roles and Responsibilities
Executive Committee Positions
President/Co-President
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Vice President:
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Treasurer
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Secretary
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- The President (or co-Presidents) is the presiding officer and spokesperson of the PTSA.
- Facilitates Executive Board and General meetings.
- Gathers input from the Vice President and prepares Agendas with the Secretary.
- Communicates with the school Principal, staff, and PTSA members as well as potential PTA members
- Delegates responsibility where appropriate to the Vice President
- Plan, develop and coordinate with the Executive Board for the Back to School Social.
- Oversees Committee Chairs
Vice President:
Job Description:
- The President (or co-Presidents) is the presiding officer and official spokesperson of the PTSA.
- Helps the President (or co-Presidents) to facilitate all Executive Committee and General meetings.
- Helps to gather input from Committee Chairs for the President to prepare Agendas with the Secretary.
- Communicates regularly with the school Principal, staff, and PTSA members as well as potential PTA members.
- Delegates responsibility where appropriate to other Board Members and Chair Positions.
- Plan, develop and coordinate with the Executive Board for the Back to School Social.
Treasurer
Job Description:
- The Treasurer is elected by members to be the authorized custodian to manage PTA funds.
- Ensures all PTA funds are deposited into PTA bank account(s), separate from funds of any other organization.
- Ensures appropriate insurance (liability insurance at a minimum) is purchased for the PTA.
- Keep accurate accounts of all funds received and disbursed.
- Responsible for paying all authorized financial obligations of the PTA.
- Prepare and file the appropriate federal tax forms, incorporation report, and charitable organization report in a timely manner.
- Preserve all receipts, invoices, bank statements, canceled checks, and other financial records.
- Submit and report on a monthly financial report at every Board of Directors & General Meeting.
- Work with the support of the President to create the proposed budget for the following year.
Secretary
Job Description:
- The Secretary is responsible for taking minutes and recording all business at PTA meetings, including General meetings and Board of Director meetings.
- Prepares minutes from previous meetings for review/approval at the next meeting. Works with the President to plan meetings and create agenda’s and informs the President of unfinished business from previous meetings.
- Responsible for taking attendance at meetings to ensure the quorum. Facilitates meetings in the event the President and Vice President are absent.
- Maintains a roster of Board of Directors, ensuring all contact information is up to date.
- Keeps a current roster of members on hand during meetings.
- Tracks and maintains PTA Training Requirements for Executive Board.
- Maintains the copies of all documents for the official PTA files.
Board Positions
Director of Community Events
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Director of Fundraising
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Director of Communications
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- The director of community relations is responsible for the coordination of activities related to building a positive relationship between the school and community.
- Work with the school and community to build positive relationships.
- Oversees the following chairs: Spelling Bee, Staff Appreciation, Planned Family Events: Breakfast Buddies, Art Walk, and the Reflections Program.
Director of Fundraising
Job Description:
- Oversees the Spirit Wear, Dinner Night Out, Easy Fundraising, Movie Nights, and Harvest BINGO chairs.
- Works with the Treasurer to track and validates Fundraising budget line items Coordinates with the VP of Communications to update the Crystal Springs PTA website on all fundraising activities and affiliate promotions.
Director of Communications
Job Description:
- Communicates with Crystal Springs parents via the PTA website regarding PTA events, as well as general school and district information.
- Develops and Coordinates the PTA Website, Facebook Social Media and Groups and Newsletter.
- Creates associated Canva Images and Ads to coordinate with Social Media needs.
- Develop content for the website to be utilized in future campaigns.
- Addresses questions that Crystal Springs parents submit via the email box directing them to the appropriate board member if necessary.
Chair Positions
Chairs that Report to President/Vice President
Volunteer Appreciation
- Work with the Art Docent and the Executive Board to plan and coordinate the Art Walk and Spring Social.
Yearbook
Job Description:
- The chair works with the Crystal Springs office to ensure all students are represented per privacy policies.
- Yearbook goes to the printer in early May.
Snack Cart
Job Description:
- Fills the snack cart in the staff room for healthy snack alternatives to provide to children in the classrooms.
Art Docent Chair
Job Description:
- The Art Docent chair will work with classroom docents to provide training at the beginning of the year, update and revise notebooks and resource materials, and will work with the Art Walk chair to support the Art Walk.
- Classroom art docents implement already designed grade-level art lessons in coordination with the classroom teacher requests.
- “NO” experience is necessary and all materials are provided.
- Classroom docents sign up at the classroom level.
Chairs that Report to Treasurer
Financial Review Committee (3 Positions)
Job Description:
- Perform an audit of the PTA bank account/books twice yearly.
Membership
Job Description:
- Works to sign up members to the PTSA and entering those members into the state website.
- Communication with parents and staff through flyers and newsletters as well as being there on curriculum night are important to this position.
Chairs that Report to Secretary
Enrichment Program Coordinator
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- Sets up and coordinates volunteer efforts for PTA Sponsored Events, as well as coordinates volunteers for Teacher Appreciation Events.
- Works with and manages Sign-up Genius for volunteer sign-up and coordination for events.
- Provides support for program chairs and their volunteers throughout the year. Programs include Art Docent, Art Walk, Reflections etc.
Copy Center Chair
Job Description:
- The copy center chair is responsible for making copies of all outgoing fliers and communications to be sent home in kid mail.
- The chair also makes copies of other materials needed for meetings, events, etc.
- Ensures that all fliers are approved in accordance with PTA and school guidelines.
- The copy center chair is not responsible for creating the fliers but should make sure the disclaimer is present on all fliers and those general guidelines are followed.
Reader Board
Job Description:
- Updates the reader board along 9th Ave. with PTA and school information on a regular basis.
Chairs that Report to Director of Community Events
Art Walk Chair
Job Description:
- Helps run the yearly Art Walk. Coordinates with the Art Docent Chair to obtain art from each classroom.
- Also coordinates with the Reflections Chair to display Reflections entries.
Reflections Program Co-Chairs
Job Description:
- This is a National PTA contest that allows students to create works of art for fun and recognition.
- Students in all grades are encouraged to create and submit works of art in six areas: dance choreography, film production, literature, musical composition, photography, and the visual arts.
Spring Dance
Job Description:
- Plan and organize our annual Spring Dance.
Staff Appreciation Chair
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- Plans and hosts several events during the year for all of the Crystal Springs staff members so the PTA can show our appreciation.
Breakfast Buddies
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- Plans and hosts the annual Breakfast Buddy event.
Chairs that Report to Director of Fundraising
Dinner Night Out Chair
Job Description:
- Dinner night out (DNO) is a fun way for the PTA to earn extra money and also for families to get together outside of school. [Generally, Crystal Springs Families are encouraged to eat at a specific restaurant on a specific evening.]
- The participating restaurants generally donate 10-20% of the total amount spent by Crystal Springs Families to the PTA.
- In addition to local restaurants, some retailers like Barnes and Nobles also offer similar events.
- The DNO Chair is responsible for scheduling these events and providing the fliers and information for distribution to the families.
Easy Fundraising
Job Description:
- Organize and manage Box Tops collection/submissions, including collection contests and marketing.
- Help promote other easy fundraising opportunities such as Amazon Smile, Fred Meyer Community Rewards.
Movie Nights Chair
Job Description:
- Oversee the after school movie events.
Spirit Wear Co-Chair
Job Description:
- Coordinates the selling of t-shirts and sweatshirts with the Crystal Springs logo so the students, staff members, and parents can show their Roadrunner pride.
- Plan and manage fall spirit wear sales, including but not limited to, ordering, inventory management, marketing, event sales, and product delivery.
Harvest BINGO Chair
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- Plan and organize our annual Bingo night, including marketing, volunteer recruitment, prize basket collection, and event management.
Chairs that Report to the Director of Communications
Website
Job Description:
- Keeps the PTA website updated with current information that is provided to them from the Board of Directors.
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- Keeps the PTA Facebook updated with current information that is provided to them from the Board of Directors.
- Provides daily content management.
Newsletter
Job Description:
- Facilitates the creation of the monthly PTA newsletter by writing content, using graphics and images to represent content, as well as pulling in source material and content from chair and board members, as well as from school staff and teachers.