MacFarlane Park PTA Board Position Descriptions

NOTE: Position descriptions are subject to change and modification. These descriptions are meant to provide a general understanding of the responsibilities and functions of PTA Officers.

Officers/Executive Committee

President

The primary responsibility is to manage overall goals and strategies of PTA and leading the PTA Board in moving forward toward achieving those goals. The president acts as a guide to all VP’s and will be responsible for overall PTA budget supervision. This will involve organizing, leading and supporting other officers and committee chairs. The president is an ex-officio member of all standing committees. The president also acts as liaison between parents and principal/staff. Specific regular activities include: creating the agenda and facilitating monthly board meetings and any general membership meetings; speaking as the leader and representative of PTA Board at Back to School, Open Houses and other events as needed; and maintenance of President’s Procedures and Activities Binder. Additional activities may include: researching school enhancement or need projects as directed by PTA board and facilitating staff mini-grant program if not delegated. The president also participates in annual activity and budget planning. The president is responsible for reviewing and re-writing of by-laws and standing rules and ensuring the completion of annual reports by Treasurer. The time required weekly for this position fluctuates on needs. Busiest time period is during back to school preparation and early fall, as well as year-end transition.

Treasurer

The primary responsibility of the Treasurer is to receive and accurately maintain all PTA money in accordance with the PTA Membership approved annual budget. The Treasurer will, in a timely manner, provide receipts for money received, deposit all money in the PTA bank account, and pay PTA invoices and reimbursement requests as approved by the PTA membership or PTA board. The Treasurer must keep accurate records and permanent books of all PTA finances. The Treasurer will provide a statement of all accounts at every executive and association meeting. The Treasurer has a duty to attend executive board meetings and participate in discussions and decision making, especially in regards to financials. The Treasurer will also prepare and compile any necessary documents for audits, both monthly and year-end. The Treasurer (outgoing Treasurer) will prepare the year-end tax documents and file them with the IRS and Florida PTA. The Treasurer will provide a fiscal year-end report summarizing spending by budget category to the incoming Treasurer and President. The Treasurer (incoming Treasurer) will coordinate recommendations for the annual PTA budget and keep records of the final annual budget approved. The time required weekly for this position fluctuates, but will increase immediately following major fundraising activities. Busiest time period is during late summer and early fall tax preparation and annual budget preparation.

Secretary

The Secretary will attend executive board and association meetings. The Secretary will take minutes at executive board and association meetings, type them up, and distribute them to the other officers in a timely fashion. The Secretary will photocopy the minutes from the last general meeting for distribution (and approval) at the upcoming general meeting. The Secretary will prepare the sign-in sheet for association meetings. The Secretary will take minutes at association meetings, type them up, and distribute them to the other officers in a timely fashion. The Secretary will also maintain a complete file of all approved minutes, agendas, and materials distributed at any official PTA meeting. The Secretary will participate in discussions and decision making at PTA board meetings. The time required monthly for this position is approximately 6-12 hours. MacFarlane Park PTA Board Position Descriptions NOTE: Position descriptions are subject to change and modification. These descriptions are meant to provide a general understanding of the responsibilities and functions of PTA Officers.

VP Communications

The VP of Communications is responsible for the PTA’s communications with our parents, staff, students and community. This VP is responsible for the design, production and distribution of the PTA newsletter and/or e-news updates; for the design, content and maintenance of the PTA website; for utilization of social media; for updates and maintenance of the PTA bulletin board; and for preparation of any general purpose PTA flyers. The PTA newsletter preparation, website content and maintenance, bulletin board and flyers may be produced by other dedicated volunteers, selected by and over-seen by the VP of Communications. The VP of Communications should proofread all flyers produced by other PTA board members to ensure all information needed is included, accuracy, consistency and that appropriate practices are executed. The VP of Communications may produce internal marketing materials for other committees and events at the request of those Officers or Chairs. The VP of Communications will handle all public relations activities: writes articles and press releases announcing and highlighting appropriate PTA events or news for the local media. This VP will also prepare or facilitate preparation of all PTA Awards submissions to the Hillsborough County Council, Florida PTA and National PTA. It is very important for this VP will attend PTA Board meetings to stay informed on all activities. This VP will participate in discussions and decision making. The time required for including all of these responsibilities averages 15-20 hours per month, with higher activity during preparation of newsletters. The busiest time period peaks in March and April when PTA Awards are due, requiring approximately 20 additional hours.

VP Development

The VP of Development is responsible for coordinating the Academic Games fundraiser, as well as, the spring fundraiser. The spring fundraiser is up to the discretion of the board. The VP of Development will work in coordination with the VP of Membership to secure business sponsors for fundraising event. This VP is also responsible for researching and submitting Grant Applications for PTA needs. The activities may be coordinated by other dedicated volunteers, selected and over-seen by the VP of Development. All activities must adhere to allocated budget for which the VP of Development will be responsible. This VP will attend PTA Board meetings and participate in discussions and decision making. The time required for this position is approximately 5-10 hours per month. Busiest times are likely to be in fall and spring around major fundraisers.

VP Membership

The VP of Membership is responsible for coordinating activities focused on increasing PTA membership and parent involvement in PTA activities. The VP of Membership will oversee various committees focused on increasing involvement from the community, local businesses, and diverse populations (MacDaddies, New Parents, and Cultural Groups). The VP of Membership will work with the VP of Development to secure business sponsors for fundraising event. The activities may be coordinated by other dedicated volunteers, selected and over-seen by the VP of Development. All activities must adhere to allocated budget for which the VP of Membership will be responsible. This VP will attend PTA Board meetings and participate in discussions and decision making. The time required for this position is approximately 10-15 hours per month. Busiest times are likely to be in fall during PTA membership campaign.

VP Spirit

The VP of Spirit is responsible for raising the roof on School Spirit! This position will be responsible for the RP Celebration and Explorer Tags program; securing Spirit Night fundraisers to build community spirit; coordination of Family Nights and Trash to Treasure. All activities must adhere to allocated budget for which the VP of Spirit will be responsible. The activities may be coordinated by other dedicated volunteers, selected and over-seen by the VP of Spirit. The VP of Spirit will attend monthly PTA board meetings and present a report on subcommittee activities and budgets as needed; and will participate in discussions and decision making. The monthly time required for this position is approximately 10 hours.

VP Programs

VP of programs is responsible for the programs that PTA sponsor to support the academic enrichment, character development or health and welfare of our students. Current Programs include Passport of Service, Health and Wellness Week, After-school enrichment Programs, Family Nights, and PTA Reflections. While the VP of Programs will oversee the various programs of the PTA, traditionally those programs have been the responsibility of a Committee or Coordinator. The VP of Programs will guide each committee chair and ensure timely execution of all activities. All activities must adhere to allocated budgets for which the VP of Programs will be responsible. As a member of the board, the VP of Programs will attend monthly meetings, participate in decision making and voting on proposals.

VP Volunteers and Hospitality

The VP of Volunteers & Hospitality will be responsible for coordinating volunteer recruiting and PTA hospitality at various functions. This VP will assist event chairs with recruiting, scheduling and managing volunteers for their events. They will help link interested volunteers with PTA needs for other committees and functions. They will be responsible for HR Parent Coordination and guidance. The VP of Hospitality will arrange for the refreshments or meals provided at PTA sponsored events, such as the Staff Welcome Back Lunch or PTA Breakfast. VP Volunteers and Hospitality will also oversee the membership coordinator. Some of these responsibilities may be provided by other dedicated volunteers in a coordinator or committee role, such as a Homeroom Parent Coordinator. All activities must adhere to allocated budget for which the VP of Volunteers and Hospitality will be responsible. As a member of the board, this VP will attend monthly meetings, participate in decision making and voting on proposals. Estimated monthly time required for this position is 5-10 hours. Busiest times surround back to school and PTA functions.

CHAIR POSITIONS

Chair Community and Service

The VP of Community and Service works in conjunction with Ms. Hartle and staff to plan service events both during school, after or weekday events and service related field trips. They oversee and facilitate the MacFarlane Mentors Program to support new families. They maintain the service log program including inventory of passports, brag tags, stamps and quarterly tally of service acts per student. They oversee some yearly events such as the Angel tree, Pennies for a Purpose, book swaps, food drives, etc. They attend biweekly PTA meetings.