Bellevue Big Picture PTSA Job Descriptions

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Egbert Fowler
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Executive Committee The executive committee is elected by the general membership and is responsible for the operations of the PTSA under the bylaws of the WA State PTA and the Bellevue Big Picture

1 Executive Committee The executive committee is elected by the general membership and is responsible for the operations of the PTSA under the bylaws of the WA State PTA and the Bellevue Big Picture PTSA Standing Rules. The WA State PTA requires elected members to attend certain leadership training classes in order to remain in good standing. Executive Committee consists of: President Vice President Secretary Treasurer Board of Directors The Board of Directors holds fiduciary responsibility for Bellevue Big Picture PTSA. Board of Directors will include (but not necessarily be limited to) the following: Executive Committee Fundraising Membership/Directory Reflections Advocacy/Legislative Communications Newsletter & Website Volunteer Coordinator Bellevue Schools Foundation Rep Hospitality/All School Events Student Socials Middle School Rep High School Rep Volunteer Roles Bellevue Big Picture PTSA would also like to have volunteers to handle the following: Staff Appreciation Nominating Committee Chair Reader Board Yearbook Clubs Chess, Drama, etc. if there is interest in having them Revised: 8/30/2012 Page 1 of 5 8/30/2012

2 President Job Description The president is responsible for the operations of the PTSA in accordance with the WA State PTA Uniform Bylaws and the Bellevue Big Picture PTSA Standing Rules. The president presides at all executive, board of director and general PTSA meetings. The president prepares the agenda for meetings, with input from others. Reaching out to involve all parents in PTSA. Fill vacancies on the Board and in other volunteer positions, with input from executive committee. Ensure good communication throughout PTSA. Meet regularly and work closely with Bellevue Big Picture principal. Communicate with, support and empower PTSA volunteers. Ensure that PTSA books are audited mid- year and at year- end. See the WA State PTA President/Vice- President Leadership Packet for more information. Vice President Job Description The vice president will stand in for the president if the president is unavailable or in the event the president steps down. Other responsibilities are specific and adaptable to the local unit and may include helping with some of the president responsibilities. See the WA State PTA President/Vice- President Leadership Packet for more information. Secretary Job Description The Secretary shall take notes for all PTSA meetings (about two meetings per month): General Membership Meetings Board of Directors Executive Committee Send reminders for Exec Committee and Board of Directors meetings. Catalogue all of the meeting minutes in notebooks. Be familiar with the Standing Rules for the PTSA in case of questions. House all of the records for the PTSA either at home or filed in the PTSA office at the school. Keep the notebook with all the legal documents readily accessible. See the WA State PTA Secretary Leadership Packet for more information. Revised: 8/30/2012 Page 2 of 5 8/30/2012

3 Treasurer Job Description The Treasurer collects and deposits all monies raised by the Big Picture PTSA, and disburses the same according to the approved yearly budget and spends approved by the Board of Directors. The Treasurer takes any non- approved reimbursement requests to the Exec Committee, Board or General Assembly as outlined in the Big Picture PTSA Standing Rules. The Treasurer is responsible for keeping accurate and detailed records of all transactions. The Treasurer sits on the Board of Directors and Executive Committee and reports at each meeting. He/she is responsible for presenting any requested modifications to the approved yearly budget and updating approved changes, according to the Washington State PTA Uniform Bylaws. The Treasurer balances all bank accounts monthly, and submits duplicate bank statements to a non- signor on the Executive Committee for review and approval. Submit payments to Council, Regional and State PTA organizations, including membership fees and scholarship funds. File Misc. tax statements for sub- contractors employed by the PTSA, if applicable (i.e., chess coaches, etc). Monitor the PTSA mailbox as necessary. Submit books for mid- year audit in January. Close the books and submit for end- of year audit at the end of fiscal year (June). File annual 990 tax statement with the IRS. Ensure the appropriate levels of liability/property insurance are purchased annually. File periodic reporting with the WA State Gambling Commission IF the PTSA maintains gambling licenses for raffles, etc. Actively manage Charitable Contribution correspondence to maximize Corporate Matching income. Volunteer Requirements: 3 hours per week in September; fewer during the rest of the year. Attend WA State PTA training courses: PTA & The Law and Money Matters. See the WA State PTA Treasurer Leadership Packet for more information. Membership/Directory Job Description Membership/Directory will obtain information from the WA State PTA about membership and communicate the value of PTSA membership via newsletter, website and meetings. Responsibilities include: Advertise and communicate key information about membership in Bellevue Big Picture PTSA. Set up a mode (paper form, PTSA website) to collect membership information (name, address, , etc.). Collect membership fees and pass along to the treasurer. Enter members in the WA State PTA database. Prepare and distribute a Bellevue Big Picture PTSA directory (electronically) at the beginning of the school year. See the WA State PTA Membership Leadership Packet for more information. Revised: 8/30/2012 Page 3 of 5 8/30/2012

4 Reflections Job Description Reflections will obtain information from the WA State PTA about the year s Reflections theme, deadlines, etc. in order to run the Reflections program for the Bellevue Big Picture PTSA. Responsibilities include: Join the WSPTA Reflections listserv to receive important updated information from the WA State PTA Reflections chair, network with other chairs, and be notified of state award recipients. Advertise and communicate key information about the Reflections program to all students at Bellevue Big Picture. Set up a collection area at Bellevue Big Picture for Reflections submissions. Establish a committee to review and judge submissions and select those that will move on to the Bellevue Council PTA level. Determine local unit awards. See the WA State PTA Reflections Handbook for more information. Advocacy/Legislative Job Description Advocacy/Legislative will stay informed of WA State PTA legislative priorities and what is happening in the legislature during session. Keep informed about policies and issues within the school district. Pass along information to Bellevue Big Picture members (via newsletters, website, and meetings). Serve on the Board of Directors (approx. 1 meeting per month). See the WA State PTA Advocacy/Legislative Leadership Packet for more information. Fundraising Job Description Fundraising will work to develop and plan fundraising activities. This person will work to build relationships and explore new fundraising ideas. Responsibilities include: Play a key role in building a fundraising plan for the PTSA; Balance time/cost/effort to focus efforts upon the most appropriate and efficient fundraising activities with the highest chance of success; Raise awareness of the PTSA; Look at the possibility of getting grants when criteria match the PTSA's projects and activities; Monitor income and expenditure against targets and budgets. Website/Communications Job Description Assist the PTSA president in writing and distributing a PTSA Newsletter (approximately 2 times per month) and maintain/update the PTSA website. Serve on the Board of Directors (approx. 1 meeting per month). Revised: 8/30/2012 Page 4 of 5 8/30/2012

5 Volunteer Coordinator Job Description Communicate volunteer needs and assist in finding volunteers. Set up and maintain a schedule of volunteers. Work closely with principal, office manager and PTSA president. Serve on the Board of Directors (approx. 1 meeting per month). Bellevue Schools Foundation Rep Job Description Bellevue Schools Foundation Reps (Foundation Reps) serve as an important link between the Foundation and each school. Reps communicate Foundation news and events to parents, recruit Phonathon volunteers, host a table for Spring for Schools, and serve as ambassadors for the Foundation in the community. Hospitality/All School Events Job Description Help identify and plan welcoming and all- school events throughout the year (approx. 3-4 events). Find volunteers to chair events and volunteers to help out with events. Student Socials/ASB Liaison Job Description Act as a PTSA liaison to the Associated Student Body by attending ASB meetings as needed and sharing information with PTSA. Help identify and plan student social events (approx. 2-3 events). Work with school staff and student leaders to plan events and recruit and organize adult volunteers/chaperones. Club Chair Job Description Student interest will guide what clubs are offered after school. A club chair will work with students and supervise the after school club. This may involve coaching/leading the club or working to hire coaches/leaders. The club chair will handle enrollment, fees, schedule, communication, etc. Advisory Parent Rep Job Description Each advisory class will have a parent representative who will work closely with the advisor throughout the year and assist in communication with the advisory s parents. The parent rep may send s and coordinate volunteers for field trips, staff appreciation events, etc. The parent rep may assist the advisor with planning for guest speakers, classroom mentors, etc. The parent rep may coordinate parent volunteers to help with social events for the advisory and volunteers to help with any administrative tasks the advisor may need - copying, room set- up, getting materials ready for an advisory project, etc. The parent rep will be the advisor s go- to person for assistance. One middle school advisory rep and one high school advisory rep will serve on the board of directors (approx. 1 meeting per month). Revised: 8/30/2012 Page 5 of 5 8/30/2012

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