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McAuliffe PTSA Board of Directors Job Descriptions – 2020/2021

Executive Committee
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President
The President promotes and encourages a positive image of the McAuliffe PTSA within the community and liaises with state and national PTSA councils. The
responsibilities of the president include, but are not limited to:

• Provide overall organization and guidance for board
• Manage board members, event chairs, and committees
• Delegate the day-to-day management of PTSA programs and events to their respective vice presidents and committee chairs; empower volunteers
• Schedule and prepare agendas for monthly board meetings and general membership meetings
• Preside over monthly board of director’s meetings and general membership meetings
  
• Remain impartial when serving as the presiding officer and be knowledgeable of basic parliamentary procedure
• Attend monthly LWPTSA council meetings
• Meet with school principal monthly
• Communicate and coordinate with principal/teachers/staff/parents on PTSA’s behalf
• Coordinate with PTSA treasurer to ensure yearly legal and IRS documents are filed in accordance with the McAuliffe PTSA standing rules
• Appoint and train advocacy, special needs and membership chairs
• Be an ex-officio member of all committees except nominating committee
• Send to the WSPTA office the names and addresses of the newly elected officers for the upcoming year no later than May 1
• Fulfill yearly Washington State PTA training requirement
• It is preferred that any presidential nominee has one (1) year prior experience on the McAuliffe PTSA Board.

Executive Vice-President
The Executive Vice President assists the president with his/her duties. If the president is absent or unable to perform his/her duties, the EVP shall assume those tasks. The responsibilities of the EVP include:

• Assisting vice presidents in finding event chairs and volunteers for their respective programs/events
• Provide oversight for programs, events, and committees including Volunteer
• Appreciation (VIP Parking, Shining Stars, Volunteer Tea, Golden Acorn),
• Welcome Back Coffee, LWPTSA Basket Auction, and Teacher Appreciation
• Attend monthly LWPTSA Council meetings (can alternate months with the president)
• Attend monthly PTSA board meetings and general membership meetings
• Learn board procedures in preparation for assuming the president position
• Preside over PTSA meetings when president is unavailable
• Maintain volunteer database and help coordinate volunteers as needed
• Fulfill yearly Washington State PTA training requirement

Secretary
The PTSA Board Secretary takes minutes and records all business transacted at each meeting (board and general membership) of the unit and of the executive
committee, making sure all minutes are complete. The responsibilities of the Secretary include:

• Attend monthly PTSA board meetings and general membership meetings
• Take meeting minutes at all meetings; takes attendance at all meetings to determine if a quorum is present.
• Prepare and distribute meeting minutes for approval at the next meeting.
• Together with the president, help plan the meeting agenda; inform the president of any unfinished business at meetings
• Pick up coffee and light snacks for general membership meetings
• Provide motion forms at all meetings
• Maintain meeting minutes notebook
• Maintain inventory and organization of PTSA closet and storage room
• Review copies of monthly bank statements
• Fulfill yearly Washington State PTA training requirement

Treasurer
The PTSA Treasurer is vital to the health and integrity of the organization. A background in accounting and/or bookkeeping is required to hold this position.
The specific duties and responsibilities of the Treasurer include:

• Maintain an accurate and very detailed account of all funds received and all funds disbursed
• Deposit all PTSA funds into one or more bank accounts where PTSA funds are maintained separate from funds of any other organization
• Purchase appropriate insurance (liability insurance at a minimum) for the PTSA
• Pay all PTSA bills, membership fees to the Council and State PTA, and reimbursements in a timely manner
• Attend monthly PTSA board meetings and general membership meetings
• Provide detailed, written monthly financial reports at each meeting of the board of directors and at each general membership meeting
• Preserve all receipts, invoices, bank statements, cancelled checks, and other financial records as may be required for an audit
• Arrange two annual financial reviews: by January 31 and after close of books on June 30 and prepare report of financial reviews to be included in minutes of next board meeting
• Prepare and file the appropriate federal tax forms (990N, 990EZ or 990), state sales tax forms, incorporation report and charitable organization report
• in a timely manner
• Chair the budget committee; together with the committee develop and present the budget for the following year
• Submit the current year’s records to a financial review committee prior to handing over the books to the successor treasurer
• Maintain the legal documents binder
• Fulfill yearly Washington State PTA training requirement

Vice Presidents

VP, Art
The Vice President of Art oversees the entire Art Start Program. The responsibilities of the VP of Art include:

• Coordinate and work with the art board to ensure art volunteers and art supplies are available for each class
• Train Art Start parent volunteers on how the program works and what resources are available to them.
• Populate the website with new projects, oversee the information contained on the website, and maintain it’s functionality.
• Provide ongoing support to the program and its volunteers
• Organize and maintain the Art Start rooms
• Ensure the kiln is maintained
• Recruit volunteers for art events (i.e. Art Walk/Square One) and ensure proper advertising (i.e. bulletin boards/posters)
• Attend monthly PTSA board meetings and general membership meetings
• Ensure representation at board meetings for Art program events and its volunteers; present funding requests if needed
• Oversee the Reflections program chair
• Fulfill yearly Washington State PTA training requirement

VP, Enrichment Programs

The Vice President of Enrichment Programs work to determine what enrichment activities will be offered to the McAuliffe school community. The duties and
responsibilities of the VP include:

• Attend monthly PTSA board meetings and general membership meetings 
• Research new programs that may be of interest to the school community 
• Work with YMCA and/or independent contractors to advertise vendor programs and distribute flyers to the school community 
• Work with YMCA and/or independent contractors to schedule dates, building times and space for each program; include the school secretary in this process, as well 
• Ensure that YMCA is setting clear deadlines for registration forms to be returned 
• Answer parent questions and concerns 
• Recruit a chair and oversee the Spelling Bee 
• Recruit a chair and oversee the Math Challenge Program
• Collaborate with the school and the board to book and fund 2-3 school assemblies annually 
• Provide parent education as needed 
• Fulfill yearly Washington State PTA training requirement 

VP, Communications
The Vice President of Communications responsibilities include:

• Develop McAuliffe PTSA’s communication strategy
• Stay aware of upcoming programs, events, and community issues that impact McAuliffe families
• Work closely with school staff, principal, ASB and PTSA board/chairs to collect details on upcoming programs/events
• Publish a weekly electronic newsletter (Newsclik) to the general membership; maintain and update the McAuliffe PTSA website (A chair/co-chair may be found to handle these publications)
• Recruit and train social media chair for regular Facebook updates; Provide content for these updates; Monitor posts to make sure they are appropriate and consistent with the PTSA brand
• Maintain the PTSA bulletin board and the items posted there
• Approve all publicity flyers, registration forms, and any communication bearing the PTSA logo (digital and print) prior to their distribution
• Maintain the File Folder kiosk outside the school office in cooperation with office administrator
• Provide publicity via the PTSA website and Newsclik for all PTSA events and programs
• Keep the PTSA Communications document up to date
• Fulfill yearly Washington State PTA training requirement

VP, Fundraising
he Vice President of Fundraising oversees all fundraising efforts to support the year’s budget. The duties and responsibilities of the fundraising vice president
include:

• Develop a sound, achievable, comprehensive fundraising strategy that allows the PTSA to fulfill the items in the current year’s budget
• Lead, coordinate, and support the fundraising efforts throughout the year, including the Fun Run, Box Tops, eScrip, Amazon Smile, Birthday Books, Spirit Wear and any other fundraising activities as determined by the board
• Recruit volunteers to chair each fundraiser and serve on the necessary committees
• Work with the PTSA treasurer to monitor and count donations for major fundraisers
• Participate as a member of the budget committee
• Attend monthly PTSA board meetings and general membership meetings
• Fulfill yearly Washington State PTA training requirement

VP, Grants
The Vice President of Grants has the following responsibilities:

• Attend monthly PTSA board meetings and general membership meetings
• Receive grant requests from the president, treasurer, or McAuliffe staff
• Verify the grants are in the approved budget; If the grants are not in the approved budget confirm they have been approved by the board and/or general membership
• Prepare grant request documents and disseminate to the appropriate McAuliffe staff member(s)
• Research and write grants for funds to be used at the school
• Coordinate with the budget committee as needed
• Act as McAuliffe’s Lake Washington School Foundation’s Ambassador
• Oversee the McAuliffe PTSA’s charitable giving (Holiday Outreach, Fall Coat Drive, Sunshine Fund, Pantry Packs)
• Fulfill yearly Washington State PTA training requirement

VP, School Events
The Vice President of School Events has the following responsibilities:

• Attend Monthly PTSA board meetings and general membership meetings
• Oversee the planning, coordination, and implementation of all PTSA sponsored school events including Bingo Night, Talent Show, School Play, Ice Cream Social, International Night, Used Book Rodeo, Fifth Grade Promotion, Back to Business, and any other events as determined by the board of directors
• Aid the executive vice president in recruiting committee chairs and volunteers for each social event
• Fulfill yearly Washington State PTA training requirement

VP, School Services
The Vice President of School Services has the following responsibilities:

•  Attend Monthly PTSA board meetings and general membership meetings
• Oversee the planning, coordination, and implementation of all service programs the PTSA performs for the school including Back to School Packets, Payload Production, School Pictures/Class Photos, Vision and Hearing Screening, Yearbook, Campus Enhancement, Room Parent Coordinator, Emergency Preparedness, School Supply lists
• Help recruit chairpersons and other volunteers to ensure each service runs smoothly
• Liaise with appropriate school staff members to ensure services are being provided in the most effective, efficient, and least disruptive manner
• Fulfill yearly Washington State PTA training requirement

Appointed Board Chairpersons

Advocacy
The Advocacy Chair is the link between identifying a concern and seeing a change enacted. Advocacy is at the heart of the PTSA. The duties and  responsibilities of the Advocacy Chair include:

• Attend monthly PTSA board meetings and general membership meetings
• Inform members about legislative issues; help members determine our statewide platform; empower members to discuss local advocacy issues and speak up when it matters most
• Attend the annual legislative assembly in October
• Share state advocacy news so members are aware of what their association is doing and how they can get involved
• Distribute the Washington State PTA issue survey (online) to the board of directors and the general membership; Compile all feedback and opinions. Use the results to help determine how to vote at the legislative assembly on behalf of the McAuliffe PTSA
• Washington State PTA training is highly recommended

Membership Chair
The specific roles and responsibilities of the Membership Chair include:

• Conduct the membership drive.
• Provide membership forms at Back to Business event in late August
• Register local members with the state PTSA; involves entering each member’s information in to the PTSA database
• Compile list of members that want to receive advocacy updates and send list to advocacy chair
• Coordinate directory compilation and publication
• Compile list of student’s names for directory distribution
• Keep track of deadlines for payment of membership fees to council and state
• File paperwork for 100% membership award in March/April
• Attend monthly PTSA board meetings and general membership meetings
• Washington State PTA training is highly recommended

Special Education Chair
The responsibilities of the Special Needs Chair are:

• Attend monthly PTSA board meetings and general membership meetings
• Attend monthly Lake Washington PTSA Council Special Needs Group meetings
• Keep McAuliffe community and board informed about special needs issues
• Initiate new programs or resources for the special needs community as needed
• Provide resource support as needed for McAuliffe families
• Coordinate Disability Awareness Month (October) activities with school administration
• Washington State PTA training is highly recommended

OTHER
Nominating Committee

The Nominating Committee is responsible for recruiting the most qualified people to serve on the PTSA board the following year. Members of the committee should have a broad social network at McAuliffe and be highly regarded in the school community. Specific duties of the nominating committee include:

• Attend Washington State PTA Nominating Committee training
• Build and maintain a nominating committee notebook
• Meet with the president to receive the WSPTSA Nominating Committee Guide; the president may not be involved in the committee process or selection of officers
• Establish deadlines based on when the spring general membership meeting will be held; Officers must be elected by April 30th
• Ask for recommendations from board members and the general membership
• Maintain confidentiality at all times
• Compile a list of nominees and send to board of directors 

We just like to think of ourselves as a group of parents who are committed to doing what we can for our kids by getting involved!