Job Descriptions for Executive Committee and Board of Directors
EXECUTIVE COMMITTEE
The Executive Committee are made up of officers who are elected by the general Membership, per the Chinook PTSA Standing Rules, and are PTSA members. They are the Co-Presidents, Vice Presidents, Secretary, Treasurer, and the Legislative Chair. The general descriptions and duties of each Executive Committee positions are listed below. In addition to the duties below, Executive Committee members are asked to attend 8 Board of Directors Meetings (including one in August), as well as 4 general Membership Meetings held throughout the school year. All positions should also attend WSPTA training, as specified in the WSPTA Standards of Affiliation (SOA).
Co-Presidents
There are two Co-Presidents for the Chinook PTSA. The Co-Presidents are elected officers of the Chinook PTSA whose main responsibilities include, but not limited to the following:
• At the beginning of the fiscal year (July 1st), meet with the new Treasurer and the bank to set up the account and signees for the upcoming school year
• Review bank statements on a monthly basis. Statement should be sent directly to a non-check signer. Review statement activity, check with treasurer if any questionable activity. Date and sign the statement before delivering to the treasurer.
• Update the Chinook PTSA Standing Rules so that it can be approved at the first general Membership meeting in September
• In the summer, review the PTSA website and submit changes
• Recruit Committee Chairs to fill all PTSA committee positions for the upcoming school year
• In August, hold a meeting with new Executive Committee members to prepare and plan for the new school year
• In August, coordinate staff lunch prior to start of the school year (one of the LID days)
• In August, at TCOB days, be present at the PTSA table
• Have quarterly meetings with the principal of the school
• Coordinate the staff dinner on Curriculum Night (typically Sept or Oct)
• Speak at Curriculum Night
• Preside at all Chinook PTSA Board of Directors meetings and general Membership meetings
• Attend local PTSA council meetings once a month (2 hrs per meeting)
• Attend local PTSA training (approx. 3-5 hours for the year)
• Review the budget on a monthly basis
• Provide second signature on all PTSA checks throughout the year, on an as-needed basis
• Recruit PTA Nominating Committee
• Respond to various community emails (e.g. can someone advertise with us, do we want to participate in fundraiser, complaints about pick-up etc.)
• Provide content to Kodiak Korner on weekly basis
• Perform duties listed in WSPTA Uniform Bylaws and the standing rules
Secretary
Secretary is an elected officer of the Chinook PTSA whose main responsibilities include, but not limited to, the following:
• Keep accurate records of all meetings (Executive Committee, Board of Directors, and Membership) and prepare the minutes for approval at the next meeting.
• Together with the Co-Presidents, plan the meeting agenda.
• Inform the Co-Presidents of any unfinished business from previous meetings.
• Send notices of meetings and conducts correspondence as designated by the Co-Presidents.
• Take attendance to determine if a quorum is present.
• Keep a complete roster of the membership and up-to-date record of all committees.
• Maintain up-to-date Board of Director's contact list.
• Maintain job descriptions of the Board of Directors.
• Perform such other duties as provided for in the WSPTA Uniform Bylaws or standing rules
• Ensure all legal documents notebooks and permanent record files are in order and ready to transfer to the new officers.
• Refer to the WSPTA Secretary Handbook for more details.
Treasurer
The Treasurer is an elected officer of the Chinook PTSA who manages and supervises all the financial aspects of the PTSA, whose responsibilities include, but not limited to the following:
• Reconcile and present a written financial report every month; provide all financial records if requested by the President or Board of Directors; submit books and records for the mid-year financial review; close the books on June 30th and submit the books and records for financial review
• Track and record all financial transactions, such as membership dues, donations, receipts, disbursements, corporate matching, etc. and perform duties required to receive corporate matching
• Chair the budget committee; present the budget to the membership; keep accurate records; receive, issue receipts, and deposit promptly in an authorized account all monies and disburse same according to the approved yearly budget.
• Keep the PTSA compliant with rules and regulations, such as reporting to government agencies (e.g. Tax-related submissions, Charitable Solicitations, Annual Corporation, etc.)
• Keep a record of membership fees and pay the WSPTA membership fees to the WSPTA office
• Maintain required type and level of insurance needed for running our PTSA
• Perform such other duties as may be provided for in the WSPTA Uniform Bylaws and the Chinook PTSA Standing Rules
VP of Fundraising
The VP of Fundraising is an elected officer of the Chinook PTSA. The Chinook PTSA has one major fundraiser during the school year called Shine on Chinook. The campaign is in the fall, after school starts, and when the registrar can provide you with the mailing list. A letter, or other fundraising piece, is created and sent to all of the Chinook families. Our goal for 2015-16 was $65,000. It typically runs between mid-October until the end of January. There may be a second small fundraiser in the spring, if needed. We do not have a big event, auction or other function that requires a large number of volunteer hours. Responsibilities for this position include helping to determine the fundraising budget, attending board and general meetings, creating and mailing the fundraiser collateral, posting yard signs on campus, promoting the fundraiser at special school events, tracking donations on a spreadsheet, posting reminders and updates in the newsletter and on Facebook and sending out thank you notes. The majority of the work is completed by the end of January.
VP Membership
This position campaigns for families to join the Chinook PTSA and coordinates their registration with the State PTSA. There is some data entry work. Membership in the Chinook PTA includes one or two copies of the Chinook Student/Family Directory.
VP Communications
Communications Chair's main responsibilities include, but not limited to, the following. Technical background is strongly preferred.
• Assess technologies best suited for the communication needs of our PTSA and putting them in place (e.g. Weebly, MailChimp, and Our School Pages).
• Maintain domain name, google analytics and other accounts (need basic understand of how all of that works).
• Manage the weekly Kodiak Korner newsletter by promoting signups, maintaining the signup list, and receiving content and publishing the newsletter in a timely manner; Convert content and images to be viewable in newsletter and website (need to know how to manipulate images).
• Manage the PTSA website by working with the Board of Directors and grouping and organizing the pages appropriately, presenting pertinent content to the PTSA community, and being the contact person for the school office for updating the school calendar; Manage incoming emails from 'contact us' buttons on the website by answering them directly or forwarding them on to the appropriate Board member.
• Act as admin for the Chinook PTSA Facebook page, by working with the Board of Directors to ensure content and conduct is to community standards as developed by the PTSA.
• Work with various Board of Directors to provide for their needs, such as, work with Treasurer and Membership Chair to make sure online membership is setup each year, work with VP of Fundraising to ensure fundraising drives and accounts are setup correctly, work with I-Connect chair to setup email communication and feedback mechanism, etc.
Legislative Chair
The Legislative Chair is an elected officer of the Chinook PTSA whose main responsibility is to stay on top of educational information from the State PTA and State legislature and communicates it to our families. Additional responsibilities include, but not limited to:
• Attendance at State and District legislative meeting and WA State PTSA Annual Legislative Assembly
• Interfacing with state and local officials to obtain information and advocate on behalf of schools
• Provide information on legislation and emerging issues impacting the education system.
Nominating Committee - Chinook Needs You
Are you interested in being engaged at Chinook….a position that is a short commitment but is very important? Chinook PTSA is looking for three PTSA members to form the Nominating Committee.
The Nominating Committee’s job is to identify, recruit and then nominate the best qualified candidates for the 2018-2019 school year. The elected positions are President(s), VP(s), Secretary, Treasurer, Legislative Chair and should represent the Chinook PTSA member community and be the voice for our students. Our hope is that the Nominating Committee members will have “reach” into our community to find those who will represent our students well. If you are interested in the position or know of anyone who will do a fabulous job, please contact the PTSA President.
BOARD OF DIRECTORS
Board of Directors of the Chinook PTSA shall consist of the elected officers that make up the Executive Committee and the Committee Chairs appointed by the Executive Committee, as specified in the Standing Rules.
PTSA Council Liaison
A representative from each of the Bellevue School District PTAs belong to a group, The Bellevue PTSA Council. This group meets once a month at the Bellevue School District headquarters to discuss issues that impact all of the schools in the district. There are presentations on a variety of relevant topics. Speakers range from the Superintendent, to School Board members, transportation, teachers, etc. Responsibilities for this position include attending the monthly meetings (which last about two hours and alternate between a morning and evening time.) Before and after the meetings, a quick check-in with the Chinook PTSA Board of Directors keeps information flowing to and from the Council. The Liaison would handle communication between Chinook and the Bellevue PTA Council – this is done mainly via email.
Grants Chair/Committee
Much of the Chinook PTSA’s income supports our students through grants. Teachers/staff/PTSA members make individual grant requests directly to the PTSA twice a year (fall and spring). The Grant Committee reviews and approves/denies the applications, using a list of guidelines and criteria. They make decisions regarding funding allocation and communicates with grant requestors about the funding decisions. The Grant Committee reports to the PTSA Executive Committee and presents information at the PTSA Membership Meetings. The Grants Chair is a member of the Board of Directors and will recruit additional committee members to help out with the program.
BSF Ambassador
The Bellevue Schools Foundation (BSF) provides funding and supplies throughout the Bellevue School District for materials, projects, support, etc. that the school district cannot fund from their budget. For example, in 2015-16 school year, it helped to fund the Book Club, field trips, and Robotics club. The BSF is run with privately raised money, and it is a key component behind the unique nature and excellence of the Bellevue School District. The BSF Ambassador serves as an important link between the Foundation and the Chinook PTSA community. This person will communicate Foundation news and events to parents, recruit and help with the fall campaign, as well as other fundraising events, organize tables for the annual ‘Spring for Schools’ fundraiser, and represent the Foundation to the community. This position is a member of the Chinook PTSA Board of Directors.
Volunteer Coordinator
There are many ways to help out at Chinook. We are looking for a person who will keep track of parents ready to volunteer and find volunteers for special events at school. This person will write descriptions of volunteer jobs in the Kodiak Korner/PTSA website/FB when needed.
COMMITTEE CHAIRS
8th Grade Party Chair
This is a Chinook PTSA Board of Directors position. The committee is responsible for planning and throwing a party for the 8th graders to celebrate their graduation from Chinook. The graduation party is typically after the graduation ceremony at school and is attended by 8th grade students and chaperones. You do not need to be an 8th grade parent to chair this position or be on the committee.
Awards Chair
In the Spring, this committee works with students and PTSA volunteers to award Teacher Appreciation awards and Volunteer Awards (Golden Acorn).
I-Connect Chair
The goal of Chinook I-Connect is to create opportunities for Chinook parents who want to connect with other parents at the school to share experiences and thoughts in order to build relationships, foster participation, and strengthen our Chinook Middle School community. The organizers will plan monthly discussion meetings with topics that are of interest to Chinook parents and invite subject matter experts (e.g. principal, counselors, district-level staff, parents). The attendees are encouraged to participate in the discussions at the meetings. Most meetings are typically held at the school (e.g. stage area in the Commons). The organizing team for the following year is selected by the current organizing team.t organizing team.
Hospitality
Over the course of the school year we have PTA general meetings, principal meetings and evening events. This committee would be in charge of providing food/beverages for these events. The Hospitality committee is in charge of welcoming and thanking special guests and speakers at our school as well.
Reflections Chair
The Reflections Program is a National PTA and Washington State PTA cultural arts competition. The purpose is to provide an opportunity for students to use their creative talents by expressing themselves through their own original works. Each year, Reflections challenges students to create art that supports a specific theme in various art forms, such as dance, film, literature, music composition, photography, and visual arts. The Reflections Committee will promote the program and encourage students to participate (summer~Oct), assemble the judging panel (by Oct), collect student submissions (Nov), and plan and hold the awards & recognition ceremony (Dec). The Reflections Chair is a member of the Board of Directors and will recruit 2-3 committee members to help out with the program.
Staff Appreciation
Over the course of the school year, the parent community shows appreciation for our teachers and staff. Typically parents prepare food for meals or other gestures to let the teachers and staff know how much we appreciate their work with our kids.
Walkabout Coordinator
The walkabout coordinator recruits walkabout volunteers, manages the walkabout schedule and is the general walkabout point person at the school.
Nominating Committee
The nominating committee (3 people) is elected by the PTSA general membership by early January. The committee is to identify, recruit and nominate the best qualified candidates for each elected PTSA position, by holding confidential meetings and reviewing nominations, as specified by the WA State PTSA Bylaws and Chinook PTSA standing rules. The president cannot be a member of this committee. More information can be found in the WSPTA Nominating Committee Handbook.
The Executive Committee are made up of officers who are elected by the general Membership, per the Chinook PTSA Standing Rules, and are PTSA members. They are the Co-Presidents, Vice Presidents, Secretary, Treasurer, and the Legislative Chair. The general descriptions and duties of each Executive Committee positions are listed below. In addition to the duties below, Executive Committee members are asked to attend 8 Board of Directors Meetings (including one in August), as well as 4 general Membership Meetings held throughout the school year. All positions should also attend WSPTA training, as specified in the WSPTA Standards of Affiliation (SOA).
Co-Presidents
There are two Co-Presidents for the Chinook PTSA. The Co-Presidents are elected officers of the Chinook PTSA whose main responsibilities include, but not limited to the following:
• At the beginning of the fiscal year (July 1st), meet with the new Treasurer and the bank to set up the account and signees for the upcoming school year
• Review bank statements on a monthly basis. Statement should be sent directly to a non-check signer. Review statement activity, check with treasurer if any questionable activity. Date and sign the statement before delivering to the treasurer.
• Update the Chinook PTSA Standing Rules so that it can be approved at the first general Membership meeting in September
• In the summer, review the PTSA website and submit changes
• Recruit Committee Chairs to fill all PTSA committee positions for the upcoming school year
• In August, hold a meeting with new Executive Committee members to prepare and plan for the new school year
• In August, coordinate staff lunch prior to start of the school year (one of the LID days)
• In August, at TCOB days, be present at the PTSA table
• Have quarterly meetings with the principal of the school
• Coordinate the staff dinner on Curriculum Night (typically Sept or Oct)
• Speak at Curriculum Night
• Preside at all Chinook PTSA Board of Directors meetings and general Membership meetings
• Attend local PTSA council meetings once a month (2 hrs per meeting)
• Attend local PTSA training (approx. 3-5 hours for the year)
• Review the budget on a monthly basis
• Provide second signature on all PTSA checks throughout the year, on an as-needed basis
• Recruit PTA Nominating Committee
• Respond to various community emails (e.g. can someone advertise with us, do we want to participate in fundraiser, complaints about pick-up etc.)
• Provide content to Kodiak Korner on weekly basis
• Perform duties listed in WSPTA Uniform Bylaws and the standing rules
Secretary
Secretary is an elected officer of the Chinook PTSA whose main responsibilities include, but not limited to, the following:
• Keep accurate records of all meetings (Executive Committee, Board of Directors, and Membership) and prepare the minutes for approval at the next meeting.
• Together with the Co-Presidents, plan the meeting agenda.
• Inform the Co-Presidents of any unfinished business from previous meetings.
• Send notices of meetings and conducts correspondence as designated by the Co-Presidents.
• Take attendance to determine if a quorum is present.
• Keep a complete roster of the membership and up-to-date record of all committees.
• Maintain up-to-date Board of Director's contact list.
• Maintain job descriptions of the Board of Directors.
• Perform such other duties as provided for in the WSPTA Uniform Bylaws or standing rules
• Ensure all legal documents notebooks and permanent record files are in order and ready to transfer to the new officers.
• Refer to the WSPTA Secretary Handbook for more details.
Treasurer
The Treasurer is an elected officer of the Chinook PTSA who manages and supervises all the financial aspects of the PTSA, whose responsibilities include, but not limited to the following:
• Reconcile and present a written financial report every month; provide all financial records if requested by the President or Board of Directors; submit books and records for the mid-year financial review; close the books on June 30th and submit the books and records for financial review
• Track and record all financial transactions, such as membership dues, donations, receipts, disbursements, corporate matching, etc. and perform duties required to receive corporate matching
• Chair the budget committee; present the budget to the membership; keep accurate records; receive, issue receipts, and deposit promptly in an authorized account all monies and disburse same according to the approved yearly budget.
• Keep the PTSA compliant with rules and regulations, such as reporting to government agencies (e.g. Tax-related submissions, Charitable Solicitations, Annual Corporation, etc.)
• Keep a record of membership fees and pay the WSPTA membership fees to the WSPTA office
• Maintain required type and level of insurance needed for running our PTSA
• Perform such other duties as may be provided for in the WSPTA Uniform Bylaws and the Chinook PTSA Standing Rules
VP of Fundraising
The VP of Fundraising is an elected officer of the Chinook PTSA. The Chinook PTSA has one major fundraiser during the school year called Shine on Chinook. The campaign is in the fall, after school starts, and when the registrar can provide you with the mailing list. A letter, or other fundraising piece, is created and sent to all of the Chinook families. Our goal for 2015-16 was $65,000. It typically runs between mid-October until the end of January. There may be a second small fundraiser in the spring, if needed. We do not have a big event, auction or other function that requires a large number of volunteer hours. Responsibilities for this position include helping to determine the fundraising budget, attending board and general meetings, creating and mailing the fundraiser collateral, posting yard signs on campus, promoting the fundraiser at special school events, tracking donations on a spreadsheet, posting reminders and updates in the newsletter and on Facebook and sending out thank you notes. The majority of the work is completed by the end of January.
VP Membership
This position campaigns for families to join the Chinook PTSA and coordinates their registration with the State PTSA. There is some data entry work. Membership in the Chinook PTA includes one or two copies of the Chinook Student/Family Directory.
VP Communications
Communications Chair's main responsibilities include, but not limited to, the following. Technical background is strongly preferred.
• Assess technologies best suited for the communication needs of our PTSA and putting them in place (e.g. Weebly, MailChimp, and Our School Pages).
• Maintain domain name, google analytics and other accounts (need basic understand of how all of that works).
• Manage the weekly Kodiak Korner newsletter by promoting signups, maintaining the signup list, and receiving content and publishing the newsletter in a timely manner; Convert content and images to be viewable in newsletter and website (need to know how to manipulate images).
• Manage the PTSA website by working with the Board of Directors and grouping and organizing the pages appropriately, presenting pertinent content to the PTSA community, and being the contact person for the school office for updating the school calendar; Manage incoming emails from 'contact us' buttons on the website by answering them directly or forwarding them on to the appropriate Board member.
• Act as admin for the Chinook PTSA Facebook page, by working with the Board of Directors to ensure content and conduct is to community standards as developed by the PTSA.
• Work with various Board of Directors to provide for their needs, such as, work with Treasurer and Membership Chair to make sure online membership is setup each year, work with VP of Fundraising to ensure fundraising drives and accounts are setup correctly, work with I-Connect chair to setup email communication and feedback mechanism, etc.
Legislative Chair
The Legislative Chair is an elected officer of the Chinook PTSA whose main responsibility is to stay on top of educational information from the State PTA and State legislature and communicates it to our families. Additional responsibilities include, but not limited to:
• Attendance at State and District legislative meeting and WA State PTSA Annual Legislative Assembly
• Interfacing with state and local officials to obtain information and advocate on behalf of schools
• Provide information on legislation and emerging issues impacting the education system.
Nominating Committee - Chinook Needs You
Are you interested in being engaged at Chinook….a position that is a short commitment but is very important? Chinook PTSA is looking for three PTSA members to form the Nominating Committee.
The Nominating Committee’s job is to identify, recruit and then nominate the best qualified candidates for the 2018-2019 school year. The elected positions are President(s), VP(s), Secretary, Treasurer, Legislative Chair and should represent the Chinook PTSA member community and be the voice for our students. Our hope is that the Nominating Committee members will have “reach” into our community to find those who will represent our students well. If you are interested in the position or know of anyone who will do a fabulous job, please contact the PTSA President.
BOARD OF DIRECTORS
Board of Directors of the Chinook PTSA shall consist of the elected officers that make up the Executive Committee and the Committee Chairs appointed by the Executive Committee, as specified in the Standing Rules.
PTSA Council Liaison
A representative from each of the Bellevue School District PTAs belong to a group, The Bellevue PTSA Council. This group meets once a month at the Bellevue School District headquarters to discuss issues that impact all of the schools in the district. There are presentations on a variety of relevant topics. Speakers range from the Superintendent, to School Board members, transportation, teachers, etc. Responsibilities for this position include attending the monthly meetings (which last about two hours and alternate between a morning and evening time.) Before and after the meetings, a quick check-in with the Chinook PTSA Board of Directors keeps information flowing to and from the Council. The Liaison would handle communication between Chinook and the Bellevue PTA Council – this is done mainly via email.
Grants Chair/Committee
Much of the Chinook PTSA’s income supports our students through grants. Teachers/staff/PTSA members make individual grant requests directly to the PTSA twice a year (fall and spring). The Grant Committee reviews and approves/denies the applications, using a list of guidelines and criteria. They make decisions regarding funding allocation and communicates with grant requestors about the funding decisions. The Grant Committee reports to the PTSA Executive Committee and presents information at the PTSA Membership Meetings. The Grants Chair is a member of the Board of Directors and will recruit additional committee members to help out with the program.
BSF Ambassador
The Bellevue Schools Foundation (BSF) provides funding and supplies throughout the Bellevue School District for materials, projects, support, etc. that the school district cannot fund from their budget. For example, in 2015-16 school year, it helped to fund the Book Club, field trips, and Robotics club. The BSF is run with privately raised money, and it is a key component behind the unique nature and excellence of the Bellevue School District. The BSF Ambassador serves as an important link between the Foundation and the Chinook PTSA community. This person will communicate Foundation news and events to parents, recruit and help with the fall campaign, as well as other fundraising events, organize tables for the annual ‘Spring for Schools’ fundraiser, and represent the Foundation to the community. This position is a member of the Chinook PTSA Board of Directors.
Volunteer Coordinator
There are many ways to help out at Chinook. We are looking for a person who will keep track of parents ready to volunteer and find volunteers for special events at school. This person will write descriptions of volunteer jobs in the Kodiak Korner/PTSA website/FB when needed.
COMMITTEE CHAIRS
8th Grade Party Chair
This is a Chinook PTSA Board of Directors position. The committee is responsible for planning and throwing a party for the 8th graders to celebrate their graduation from Chinook. The graduation party is typically after the graduation ceremony at school and is attended by 8th grade students and chaperones. You do not need to be an 8th grade parent to chair this position or be on the committee.
Awards Chair
In the Spring, this committee works with students and PTSA volunteers to award Teacher Appreciation awards and Volunteer Awards (Golden Acorn).
I-Connect Chair
The goal of Chinook I-Connect is to create opportunities for Chinook parents who want to connect with other parents at the school to share experiences and thoughts in order to build relationships, foster participation, and strengthen our Chinook Middle School community. The organizers will plan monthly discussion meetings with topics that are of interest to Chinook parents and invite subject matter experts (e.g. principal, counselors, district-level staff, parents). The attendees are encouraged to participate in the discussions at the meetings. Most meetings are typically held at the school (e.g. stage area in the Commons). The organizing team for the following year is selected by the current organizing team.t organizing team.
Hospitality
Over the course of the school year we have PTA general meetings, principal meetings and evening events. This committee would be in charge of providing food/beverages for these events. The Hospitality committee is in charge of welcoming and thanking special guests and speakers at our school as well.
Reflections Chair
The Reflections Program is a National PTA and Washington State PTA cultural arts competition. The purpose is to provide an opportunity for students to use their creative talents by expressing themselves through their own original works. Each year, Reflections challenges students to create art that supports a specific theme in various art forms, such as dance, film, literature, music composition, photography, and visual arts. The Reflections Committee will promote the program and encourage students to participate (summer~Oct), assemble the judging panel (by Oct), collect student submissions (Nov), and plan and hold the awards & recognition ceremony (Dec). The Reflections Chair is a member of the Board of Directors and will recruit 2-3 committee members to help out with the program.
Staff Appreciation
Over the course of the school year, the parent community shows appreciation for our teachers and staff. Typically parents prepare food for meals or other gestures to let the teachers and staff know how much we appreciate their work with our kids.
Walkabout Coordinator
The walkabout coordinator recruits walkabout volunteers, manages the walkabout schedule and is the general walkabout point person at the school.
Nominating Committee
The nominating committee (3 people) is elected by the PTSA general membership by early January. The committee is to identify, recruit and nominate the best qualified candidates for each elected PTSA position, by holding confidential meetings and reviewing nominations, as specified by the WA State PTSA Bylaws and Chinook PTSA standing rules. The president cannot be a member of this committee. More information can be found in the WSPTA Nominating Committee Handbook.
Chinook Middle School PTSA * 2001 98th Avenue Northeast, Bellevue, WA 98004 * Contact Us
