Positions & Job Descriptions

Elected Officers

The following PTSA Board Positions are elected by General Membership, and are all parent volunteers:

Program Chairs

The PTSA does much of its work through appointed chairs:

President & Executive VP Communications VP Community Services VP
Curriculum Enrichment VP
  • After-School Enrichment
  • Egg Drop
  • Lunchtime Science
  • Math Challenge
  • Math Night
  • Passport Club
  • Reflections
  • Science Fair
  • Variety Show Chair
  • 3rd Grade Water Safety
Fundraising VP School Services VP
  • Field Day
  • Fifth Grade Celebration
  • Hospitality
  • Reader Board
  • School Pictures
  • Staff Appreciation
  • Vision & Hearing Screening
  • Yearbook

 

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Job Descriptions

 

President

The President is the face of the PTSA, both to the parents and the state and national PTA. The president presides over the board meetings, appoints special committee chairs, and oversees a number of standing committee chairs.

The Executive VP fills in for the President when the President is not available.

The President appoints the following positions (subject to board approval):

Direct Duties
  • Schedule, attend, and direct, monthly board meetings
    • Vote on board issues (as tiebreaker only)
  • Sign legal documents to represent the PTSA
  • Act as a voting delegate to the state and national PTSA councils
  • Prepare monthly status report for board meetings
    • Gather status from chairs
    • Submit report to Secretary prior to board meeting
  • Budgets and spending
    • Submit funding requests for specific needs throughout the school year
    • Prepare budget estimates at end of term in preparation for next school year
  • Recruit volunteers to fill open chair positions

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Treasurer

This elected officer is responsible for the financial operations of the PTSA.

The Treasurer does not appoint program chairs.

Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
    • Prepare and present financial report
  • File IRS Form 990 (??? yes? When?)
  • File annual registration as a not-for-profit organization
  • Issue reimbursement checks for PTSA expenses
    • Obtain and store all expense receipts
  • Purchase "Past President" pins for outgoing PTSA president(s)
  • Act as an alternate voting delegate to the state and national PTSA councils (if asked)
  • Drive process for creating and balancing the budget for the incoming PTSA term
  • Conduct a financial review of books and records at the close of the fiscal year

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Secretary

This elected officer is responsible for keeping records and overseeing account information to ensure that the PTSA is operating according to the rules. They act as a "check and balance" for the board.

The Secretary does not appoint chair positions and is prohibited from being an authorized check signer.

Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
    • Transcribe and publish the official minutes from the board meetings
  • Create and publish monthly status report for PTSA
    • Gather status from all elected officers
    • Publish status report prior to monthly board meeting
  • Review monthly bank account statements
  • Act as a voting delegate to the state and national PTSA councils

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Community Services Vice President

This elected officer is responsible for keeping records and overseeing account information to ensure that the PTSA is operating according to the rules. They act as a "check and balance" for the board.

The Secretary does not appoint chair positions and is prohibited from being an authorized check signer.

Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
    • Transcribe and publish the official minutes from the board meetings
  • Create and publish monthly status report for PTSA
    • Gather status from all elected officers
    • Publish status report prior to monthly board meeting
  • Review monthly bank account statements
  • Act as a voting delegate to the state and national PTSA councils

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Communications Vice President

This elected officer is responsible for managing communications from the PTSA to the parents and students. This includes printed materials, electronic (web and email), and other media.

The Communications VP appoints the following positions (subject to board approval):

Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
  • Prepare monthly status report for board meetings
    • Gather status from chairs
    • Submit report to Secretary prior to board meeting
  • Budgets and spending
    • Submit funding requests for specific needs throughout the school year
    • Prepare budget estimates at end of term in preparation for next school year
  • Recruit volunteers to fill open chair positions
Deliverables (via Appointed Chairs)
  • Publish Hawk Talk monthly (paper and web)
  • Publish Hawk Flash weekly (paper and email)
  • Publish Student Directory by early December
  • Maintain www.redmondelptsa.org website
  • Point-of-contact for getting PTSA calendar events to LWSD Tandem calendar

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Curriculum Enrichment Vice President

Mission:

The Vice President of Enrichment will oversee all the programs run by the PTSA for academic and art enhancement.

 

Responsibilities:

 

This position will oversee the management and organization of programs such as Passport Club, Reflections, Science Fair, Math Night, Competitive Math League, Monthly Math Challenge, Assemblies, Art of Discovery, Egg Drop, Geography Bee, Water Safety and any other academic/art enrichment programs that might be proposed or developed during the course of the year. 

The Enrichment VP(s) reports directly to the President of the Board, but will work closely with other VPs and Chairs as necessary.  Attending monthly Board Meetings is required.

Generally speaking, all programs will have chairs.  But as a VP, it is essential to be plugged in and fill in any gaps.  It is a fun , exciting and fulfilling position.

Before the School Year Begins:
  • Communicate with the President to discuss any Chair positions that have yet to be filled.
  • Recruit and select volunteers to act in Chair positions if needed
  • Optional:Communicate with former Enrichment VPs to discuss previous year’s events/programs and processes.
Beginning of the School Year:
  • Meet with Chairs individually or as a group to discuss the year’s schedule, any conflicts or concerns and overall budget. 
Ongoing
  • Prepare monthly status report for and attend Monthly Board Meetings
    • Gather status reports on various events/programs from chairs
    • Submit report to Secretary when asked, prior to Board Meeting
  • Communicate with Chairs for specific programs/events
    • Oversee management and organization of programs/events as needed
    • Provide and discuss budget information to chairs as needed
  • Recruit volunteers to fill open chair positions as needed
  • Be able to assist with implementation and organization of any programs/events as needed, when there is a small volunteer pool or if volunteers do not follow through with commitments.

 

Appointed Chairs
  • After-School Enrichment
  • Art of Discovery
  • Egg Drop
  • Lunchtime Science
  • Math Challenge
  • Math Night
  • Passport Club
  • Reflections
  • Science Fair
  • Talent Show
  • Third Grade Water Safety

 

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Fundraising Vice President

This elected officer is responsible for driving efforts that generate money to fund the various PTSA programs. These efforts consist of ongoing programs as well as events that occur at various times throughout the year.

The Fundraising VP appoints the following positions (subject to board approval):

  • Bake Sales Chair
  • Spring Fundraiser Chair
  • Pass the Hat Chair
  • Popcorn Chair
  • Movie Night Chair
  • Spirit Wear Sales Chair
  • Used Book Fair Chair
  • Box Tops 4 Education Chair
  • eScrip Chair
  • Corporate Matching Chair
  • Grant-Writing Coordinator
  • Miscellaneous Donations Chair
Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
  • Prepare monthly status report for board meetings
    • Gather status from chairs
    • Submit report to Secretary prior to board meeting
  • Budgets and spending
    • Submit funding requests for specific needs throughout the school year
    • Prepare budget estimates at end of term in preparation for next school year
  • Recruit volunteers to fill open chair positions
Deliverables (via Appointed Chairs)
Fundraising Events
  • Conduct Bake Sales at various school events
  • Conduct the Spring Fundraiser event
  • Conduct Pass the Hat campaign in the Fall (especially Fall orientation)
  • Provide "Popcorn Friday" events for students (how often???)
  • Run Movie Night (2 to 3 times a year)
  • Run Spirit Wear Sales event (fall and optional in spring)
  • Run Used Book Fair (during January parent/teacher conferences)
Ongoing Programs
  • Manage Box Tops 4 Education Program
  • Manage eScrip Program
  • Manage Corporate Matching Program
  • Manage Grant-Writing Program
  • Manage Miscellaneous Donations Program

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School Services Vice President

This elected officer is responsible for events and programs that assist the school in achieving some of its fundamental goals not directly related to the educational curriculum.

The School Services VP appoints the following positions (subject to board approval):

  • Accelerated Reading Parties Chair
  • Emergency Preparedness Chair
  • Fifth Grade Celebration Chair (led by 5th Grade teachers)
  • Hospitality Chair
  • School Pictures Chair
  • Staff Appreciation Chair
  • Vision & Hearing Screening Chair
  • Yearbook Chair
Direct Duties
  • Attend monthly board meetings
    • Vote on board issues
  • Prepare monthly status report for board meetings
    • Gather status from chairs
    • Submit report to Secretary prior to board meeting
  • Budgets and spending
    • Submit funding requests for specific needs throughout the school year
    • Prepare budget estimates at end of term in preparation for next school year
  • Recruit volunteers to fill open chair positions

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Legislative

Mission

Stay abreast of legislative issues that may effect our students or the PTSA organization and report back to Board.

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA.

End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair

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Membership

Mission

The Membership Chair will promote and recruit new membership in various forums: PTSA communications, flyers, at PTSA events, or any other ideas the Chair might have as well as process and track enrollment and payment. 

 

Responsibilities:

This position is responsible for processing membership enrollment forms, receiving and tracking membership payment and Pass the Hat donations, including tracking names and contact information of said members and Pass the Hat donors, reporting membership income to the President and the Board each month (or as it changes), and coordinating with the Student Directory Chair to ensure all members receive a correct listing in the Directory.

 

The Membership Chair reports directly to the President of the Board, but will work closely with Fundraising VPs and other Chairs as needed.

Before the School Year Begins:
  • Optional: consider various marketing tools and venues to promote membership
  • Optional: create a spreadsheet to track membership and Pass the Hat donations, including names of students and parents, contact information, student names and payment
Beginning of the School Year:
  • Develop and implement a strategy to promote and recruit membership.
  • Develop a spreadsheet in Excel to track membership enrollment and Pass the Hat donations.
  • Collect membership forms and track and input them into the Excel spreadsheet.
  • Input new members in WA State PTA database.
  • Work with Treasurers to remit payment to WA State PTA.
  • Coordinate with the Student Directory Chair to ensure member listings are correct.
  • Assist Student Directory Chair and/or other VPs (sometimes other VPs, such as the Fundraising VPs, will have promotional materials to add into the Student Directory packets) as needed with distribution of Student Directories.
Ongoing:
  • Track membership and Pass the Hat donations until all donations and membership are received.
  • Report any changes to membership to the Board on a monthly basis if needed.

 

Skills Needed:

Attention to deadlines and strong organizational skills is needed, as well as familiarity with online databases and Excel spreadsheets.  A home computer is a must, and a printer is advisable, although that is a work-around.  An interest and/or background in marketing is a plus.

Most volunteer time will be at your own discretion, at home, in evenings or weekends. This position's busiest time is from the beginning of the School Year until late October, when members are actively being pursued and enrolled, and the Pass the Hat Fundraiser is most visible.  Once the first deadline for Membership Enrollment is met, the Chair may continue to promote membership via various forums, if s/he chooses to.  The second deadline for Membership Enrollment is in January, but membership does not necessarily have to be actively pursued for this deadline.

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Outreach

Mission

Reach out to students and families who are new to the school or the community.

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA.

End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair

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Special Needs Liaison

Mission

Reach out to students and families who have special needs.

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA.

End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair

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Volunteer Coordinator

Mission

The Volunteer Coordinator helps connect potential volunteers with volunteer opportunities. The Volunteer Coordinator also helps to recruit new volunteers.

Responsibilities
Before School Year Begins
  • Compile a "Volunteer Needs" spreadsheet
    • Information gathered from event chairs
  • Create and print volunteer sign up sheets
    • Have available on first-day orientation
  • Ask webmaster to update "My Volunteering" categories
Beginning of School Year
  • Meet and greet new parents at Fall orientation and pass out volunteer sign up sheets
Ongoing
  • Collect volunteer sign up sheets
  • Ensure hallway kisok is stocked with volunteer sign up sheets
  • Help recruit new volunteers
  • Make list of volunteers, interests, and contact information available to event chairs as needed
End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair

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HawkTalk Editor

The HawkTalk is traditionally published monthly, but bi-monthly would be an option.  The HawkTalk provides in-depth reports on the current events in our school community. This PTSA Chair position will be whatever you make of it! Although a template for the newsletter’s general design is available, you are welcome to get creative and re-design it as you see fit.  This position calls for a creative, energetic and self-motivated volunteer.

Mission

The HawkTalk is published monthly in paper format and provides a more in-depth reports on the current events in our school community. This PTSA Chair position will be whatever you make of it. Although a template for the newsletter’s general design is available, you are welcome to get creative and re-design it as you see fit. This position requires strong editing skills, a keen eye for detail, and a love of writing.

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA. This position will develop and distribute an editorial schedule; collect, edit and write articles for the PTSA monthly newsletter published in paper format, ensure publication and distribution. The HawkTalk Editor technically reports to the Communication VP, but acts as an independent entity for the most part.

Before the School Year Begins:
  • Using the Tandem calendar as a guide to PTSA events/activities and/or past HawkTalks, develop an editorial schedule to communicate article deadlines, content requirements (columns? Articles on current events? Guest columnists? Other ideas?) and any themes or particular topics wanted each month.
  • Design a template for the newsletter if wanted/needed using Publisher.
Beginning of the School Year:
  • Distribute the editorial schedule to the PTSA Board and Chairs, and ask Teacher Reps to please communicate or distribute the schedule to the staff and administrators if they deem necessary.
  • Coordinate with Fundraising VPs to discuss potential for using 4th and 5th grade students as volunteer reporters, for which they would receive community service hours towards raising field trip funds.
  • Ask teacher reps to remind teachers to send on student work, either by mail or in PTSA box, for publication.
  • Communicate with the Treasurers to discuss method of paying for HawkTalk, if needed.
  • Communicate with the Volunteer coordinator for parents able and willing to help with photographs of events/programs, needed/wanted.
End of School Year:
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair
Ongoing:
  • Send out a “call for articles” to Board members and Chair positions, and ask Mrs. Davis to send it out to the teachers.  State specific needs to individuals as needed.  Remind teachers to send in student work.
  • If using student reporters, assign articles directly to students or to teachers (depending on decisions made at beginning of year).
  • Attend events/programs to photograph activities and/or communicate with parent volunteer photographers if needed.
  • Ensure delivery of HawkTalk to LWSD Print either via email or flash drive, and ensure pickup and payment in a timely manner.
  • Meet deadlines as best as possible.
Skills:
  • Strong people skills and a curiosity and enthusiasm for our school and community.
  • Strong editing and computer skills 
  • Familiarity with Publisher would be a plus, but it’s not that difficult to learn if you know your way around a computer.
  • A keen eye for detail and high organizational skills necessary.
  • A love for writing and creating.
  • Creativity and self-motivation are a must.
Volunteer Time:

This position is completely what you make of it, and how many volunteers/friends/students you recruit to assist you.  You might choose to be a very involved and present editor who writes many of the articles and takes many of the photos her/himself, or you might choose to simply take a more backseat and organize and edit the articles you receive from outside sources.  Regardless of method, you will be the driving force of the collection of those articles and the organization of them into the newsletter.  Volunteer time may be anywhere from 5-10 hours, or upwards of that, a month, and time might be spent both in the school during school hours as well as at home.  This position is entirely what you make of it!

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Weekly (HawkFlash) Newsletter

Time Commitment: 2-3 hours weekly
  1. Send out a request for articles to Board members and Chairs on Thursdays or Fridays.
  2. Proofread/edit the articles you receive for typos, grammar, syntax, etc. and update the web template. The publication goes out on Mondays. The deadline for article requests can go out sooner in the week, too--that part is up to you.
  3. Take the information you get from Board and Chair members (and sometimes outside vendors) and put it into a Word document--of which we have a template--so we can make hard copies to send home with students. Because Thursdays are when all flyers go home, we need to have the hard copies in teacher boxes by Wednesday morning. This influences your schedule a bit--you want to have the Online edition done by Monday or Tuesday at the latest so you can get that hard copy to whoever is making copies (until we find someone to do this piece, it will be DC and/or Jean and/or Elena)

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Weekly Newsletter Printer - *suspended in 2015-16*

Time Commitment: 1-2 hours weekly Must be able to go to school to make copies and put in teacher mailboxes. 1. Monday - Proofread/edit the word document that the online editor provides each week. 2. Wednesday - Make and distribute to the teacher mailboxes the hard copy of the HawkFlash 3. Thursday - teachers distribute to students to bring home.

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Student Directory

Mission

Compile data collected from school secretary, school business manager and PTSA membership forms and produce directory document, currently in MS Publisher. Work with membership chair, president and fundraising chair to recruit corporate members for recognition in Community Sponsor pages in back of directory. Arrange for LWSD Print Shop to print directories. Label and distribute the directory to paid Redmond El PTSA member families.

Short term job - beginning of school year through early to mid-November Busiest time of year: October and early November

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Tandem Calendar Manager

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA

The Lake Washington School District (LWSD) uses a service (the Tandem calendar) for posting all district events. Our PTSA is allowed a single password-protected account which can be used to post events and updates to events to the Tandem Calendar. This calendar is the single source of scheduling information for the PTSA and data input to the calendar gets pulled into the website and weekly HawkFlash publications. This is largely a data-entry position, but generally requires quick responses to requests because many parents depend on the scheduling announcements.

Before School Year Begins
  • Get login and password access to the LWSD Tandem calendar
Ongoing
  • All scheduling information is sent to your 'calendar' email alias and you will add this to the Tandem Calendar.
End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
  • Work with webmaster to update job description (this page) for incoming chair

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Webmaster

Mission

The Webmaster maintains the PTSA web site hosted at www.redmondelptsa.org and the various email aliases used by the PTSA. The webmaster also helps develop or leverage technology to add additional features to the web site to support PTSA efforts.

Responsibilities

This is a Chair position, which means it is appointed by the board and reports to a board member. This position does not require regular attendance at monthly board meeting or yearly training by the state PTA

Before School Year Begins
  • PTSA leadership transition
    • Save old "Leadership" page (as a Drupal child book page of the Leadership page)
    • Update "Leadership" page to reflect new leadership
    • Update email alias redirection to reflect new leadership and new committees
    • Add new site users for new officers and promote to "Board Member" role
    • Remove "Board Member" role from outgoing officers
  • Remove "Parent" role from all existing parents (Parents have to request access annually)
  • Update "My Volunteering" categories as defined by the Volunteer Coordinator
  • Update Programs, Events, and Fundraising menus to match this year's needs
  • Update "PTSA Information > Job Descriptions" pages to match this year's needs
Ongoing
  • Download and store PTSA web site files regularly
  • Update Drupal modules as needed
  • Update PTSA email aliases as needed
  • Update "Leadership" page as needed
  • Assist program chairs with web authoring
  • Assist program chairs with volunteer mailings sent via the web tools
  • Promote users to "Parent" role based upon legitimate requests
End of School Year
  • Submit budget needs (if any) to board to assist with next year budgeting efforts
    • web-hosting fee (GoDaddy economy hosting)
    • domain reservation fee (redmondelptsa.org via GoDaddy)
  • Update job description (this page) for incoming webmaster

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Student Council Liaison

PTSA volunteers lead a small group of students in projects to provide service, develop leadership skills, and boost school spirit. Use project templates from past years, training and resources are provided. Student Council Liaison(s) are responsible for scheduling and leading/supervising student meetings - timing is flexible based on your schedule needs. Meetings commitment 2-3 hours/month, prep work varies, less than 1-2 hrs/month on average.

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Passport Club

 

Mission:
Polish your organizing skills by volunteering to be the co-chair for Red El’s geography extravaganza called Passport Club! This position will organize and manage the Passport Club, the PTSA Geography Enrichment program.  
Responsibilities:
Duties include scheduling Passport Checks for every month, ordering supplies and materials, recruiting volunteers for and staffing of monthly Passport Checks, tracking student achievements, distributing maps for every student to teachers, and ensuring Passport Check Day logistics are in order for smooth, efficient testing. This can be a high energy, time-intensive position if you insist on doing everything on your own, and a co-chair is recommended.  
 
The Chair of the Passport Club reports directly to the Vice President of Enrichment, but will work closely with other VPs and Chairs as necessary. Attending monthly Board Meetings is not required.
This position allows you to quickly gain rapport with teachers and students, and you will make a huge difference in their academic lives.
Before the current School Year Ends:
  • Communicate with the Enrichment VP and/or previous Passport Club Chairs to discuss the year’s schedule.
  • Communicate with the PTSA President to discuss schedule for Passport Club tests the following year.  
Before the next school year begins:
  • Optional: Recruit and select volunteers to assist with Passport Check Days. 
Beginning of the School Year:
  • Inventory materials and supplies and order as necessary
  • Check Passport Check day schedule with Mrs. Davis to ensure nothing has changed.
Ongoing:
  • Inventory and re-order materials and supplies as necessary
  • Volunteer coordination
  • Material Distribution
Skills Needed:
Organization and minimal computer knowledge (emails, mostly) is required. This is a volunteer intensive job and relies on repeat volunteers. If you are a people person by nature and can get volunteers commit to coming in month after month, you are already 90% there.
Volunteer Time:
Monthly duties include volunteer coordination, material distribution and check day logistics. All in all, you can expect to spend 10 hours a month alone or 5 hours a month if you have another co-chair.  Please note, on the day of the check you need to be at school from 8:45am till around noon."
 

 

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Movie Night

Time Commitment:  This event happens 2 or 3 times a year, 5-7 hours per event

  • 4 weeks before Movie Night:
    • Select movie - visit www.movlic.com  we have an account and password. It has the most current movies being released.
    • Order 1 or 2 posters for advertising – 24x36 (under $10 each) put up on outside bulletin board and end of “B” hallway – you will need to print signs that have date, time, what to bring, etc.
  • 3 Weeks Before Movie Night:
    • Make Copies (30 minutes) - send home flyer about saving the date – the web page (movlic.com) has cool coloring sheets/puzzles.  Print a 2-sided document one side with info about event (who, what, when, where) the other with a fun activity about the movie – add looking for volunteers – need probably 6 people more is great to start but once going only need 2 at food table.
  • 2 Weeks Before Movie Night
    • Make Copies (30 minutes) - Send home “Family meal deal” again that form on one side and maybe another fun page from web site. ( this is if they would like to offer meal deal)
    • Contact Papa Johns to let them know about the event date so they have enough staff on  ask price for XL pizza’s Hawaiian, pepperoni, cheese (in 2013-2014 paid $8.50/pizza before, but I was told the price would go up). -  Need someone to collect order sheets as they come in.
    • Make a coupon (admission ticket) that you send back to teacher to send home with children whose families have ordered meal deals – this is how they will get into the movie and get their pre-ordered food.  – make sure these go home by Thursday before the movie  may have to hand deliver to classrooms or put in teachers mail boxes (in copy room) and ask Kim to send out email letting people know that tickets are in the boxes.  Keep a running list of who/what kind of pizza people have ordered has been ordered.
    • Usually order additional 15 or so pizza’s that people can buy by the slice.
  • Week of Movie Night
    • Contact Mr. T and Ms. Matheson to tell them about the date of the movie and also make sure they set up the computer. 
    • Contact custodians for them to open wall between commons and gym
    • Purchase  brown paper sandwich bags for “family size” popcorn
    • Someone to rent movie
    • You can also give each teacher 2 free admissions that includes a free family popcorn ticket to give to families who may want to come, but can’t afford admission –this is not a family meal deal coupon.
  • Evening of Movie Night –  5:00-9:30ish  (5 hours)
    • Doors open at 6:30
    • Arrive around 5:00 start popping popcorn and get them bagged
    • Set up – Christmas lights around each doorway to light exits
    • Table for pizza orders
    • Tables for popcorn and other treats
    • Clean up- sweep, put tables away, put popcorn machine away, put tables back.
    • Count money (at least 2 people, better if there are more sometimes). Fill out paperwork arrange for someone to get money to Treasurer or fundraising chair.

 

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Grant-Writing Coordinator

If you are a strong writer or editor looking for a flexible way to help fund important projects, consider being our Grant Writing Coordinator. You'll use existing content and write/edit/expand to help our PTSA qualify for grants, large and small. We have used grants to finance part of our playground, cafeteria tables, classroom supplies, field trips, and more. Timing is flexible. Typical commitment 1-2 hours’ time for a typical grant (can vary depending on requirements).

 

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Accelerated Reading Parties

 

Mission:
The Chair of Accelerated Reading (A/R) parties will organize four celebrations during the year for students who have met their A/R goal.  This position will work in coordination with the School Librarian, who will communicate teacher needs and expectations. Mrs. Matheson is a wonderful partner and makes this job easy.
 
Responsibilities:
The A/R Party Chair will organize and manage four parties during the school year.  Mrs. Matheson emails the teachers to find out student numbers, but you will need to remind her that a party is coming up, as she has a busy schedule.  
 
  • The first A/R Party is usually celebrated in individual classrooms with movies and popcorn.
    • The Chair will need to communicate with the Popcorn Chair and the Volunteer Coordinator for access to the Popcorn machine and supplies, and volunteers to help distribute. 
  • The second A/R party, usually held at the end of January, is usually two Bingo parties: one for grades 1-3 and one for grade 4-6. 
    • The Chair will need to communicate with the Librarian for access to the Bingo Machine, and coordinate with teachers for the purchase of prizes.  The prizes for each party are usually greatly different: small toys, notebooks, etc. for grades 1-3, and Gift Certificates for grades 4-6.
  • The third A/R party is celebrated in individual classrooms with movies and popcorn again.  This usually takes place in April.
  • The last party, usually in June, is the biggest party and school-wide.  It can be a pizza party and an extra recess, or Ice cream/popsicles and an extra recess.  
    • The Chair will need to coordinate with teachers and/or the School Librarian and also make suggestions/decisions based on the remaining budget.
The Chair of A/R Parties reports directly to the School Services Vice President, but will work closely with other VPs and Chairs as necessary. Attending monthly Board Meetings is not required.
This position brings the volunteer into close contact with the kids and the teachers. The kids attending the parties are always happy, and it is a fun, light-hearted and fairly easy position.
 
Before the School Year Begins:
  • Optional: Communicate with the School Services VP and/or the School Librarian to discuss the year’s schedule.
  • Optional: Recruit and select volunteers to assist with A/R parties 
  • Optional: Communicate with former A/R Chairs to discuss previous year’s events/programs and processes.
Beginning of the School Year:
  • Meet with the School Librarian and/or the School Services VP to discuss the year’s schedule, any conflicts or concerns and overall budget.  
Ongoing:
  • Communicate with the School Librarian in preparation for A/R Parties.
  • Coordinate with Popcorn Chair as needed.
  • Purchase supplies and/or prizes as needed.
  • Arrange for access to equipment as needed. 
  • Recruit volunteers to assist with parties as needed.
  • Promote the event in the weekly/monthly newsletters to get the kids excited and recruit volunteers
Skills Needed:

Organization, creative, energetic and loves kids!

Volunteer Time:
You need to commit to four afternoons (usually Fridays) during the school year for the actual parties themselves, and then perhaps 5-10 hours during the course of the year to prepare and/or plan.  This position is very fun and does not take a big involvement.  If you like throwing parties and seeing smiling kids, this chair is for you!

 

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