PTSA Board Job Descriptions

Hazel Wolf K-8 PTSA Mission

The Hazel Wolf Parent Teacher Student Association facilitates opportunities for family involvement in the school community. The PTSA works to enhance the learning experience for every child – in a way that fosters whole child well-being and success.

Executive Board

Minimum Expectations for All Executive Board Members:

  • Attend one PTSA state or regional leadership training session during the school year (at least one executive board member must attend “PTSA and the Law”)
  • Attend general membership and board meetings monthly (2 hours/month)
  • Assist the President when called upon

President
Minimum Expectations:

  1. Attend and preside over all general session and board meetings
  2. Plan and distribute meeting agendas
  3. Understand and implement parliamentary procedure
  4. Understand PTSA rules and objectives from a local and national perspective
  5. Ensure that planned calendar events are executed through the PTSA board, committee leads and volunteers
  6. Maintain positive relationships with Hazel Wolf Principal and Staff
  7. Ensure PTSA deadlines are met
  8. Meet with Principal Nelsen weekly to review status of school and PTSA activities
  9. Communicate to Principal, Staff, School Board, and Regional PTA leadership as necessary
  10. Develop relationships with area schools leaders and community organizations to benefit the Hazel Wolf community
  11. Review all new project proposals and direct to appropriate Vice President
  12. Provide support and direction to the following board members:
    • VP – Operations
    • VP- School Community
    • Treasurer
    • Secretary
    • E-Stem Coordinators
    • Fundraising Coordinator
    • ASB Rep

Vice President – Operations
Minimum Expectations:

  1. Provide support and direction to the following board members:
    • Volunteer Coordinator
    • Neighborhood Outreach Coordinator
    • Marketing and Communications Coordinator
    • Family Support Coordinator
    • Legislative Liaison
  2. Review new project proposals and direct to appropriate board member
  3. Meet with board members on a monthly basis to review status of active projects
  4. Provide regular status reports to President
  5. Assist President in ensuring that all PTSA deadlines are met
  6. Perform duties of the President if he/she is unable to serve

Vice President – School Community
Minimum Expectations:

  1. Provide support and direction to the following board members:
    • Social Events Coordinator
    • Student Extensions Coordinator
    • Community Building Coordinator
    • Homeroom Rep Coordinator
  2. Review all new project proposals and direct to appropriate board member
  3. Meet with board members on a monthly basis to review status of active projects
  4. Provide weekly written status report to President
  5. Assist President in ensuring that all PTSA deadlines are met
  6. Perform duties of the President if he/she is unable to serve

Co-Treasurers (this is best shared between 2 people)
Minimum Expectations:

  1. Serve as chair of budget committee
  2. Prepare and present budget to membership/board
  3. Attend “PTSA and the Law” and “Money Matters” (September)
  4. Understand membership service fees and finances within the by-laws and standing rules
  5. Keep an accurate and detailed account and submit written report each month
  6. Write checks, deposit checks, distribute signed checks
  7. Record expenses and income on the balance sheet/ income statement
  8. Assist Fundraising Coordinator in helping track money and orders/donations for larger fundraisers

Secretary
Minimum Expectations:

  1. Determine if quorum is present, record attendance, and in the absence of President and VPs, call to order and chair meeting
  2. Record minutes and all business transacted at each PTSA meeting
  3. When vote is taken by e-mail, determine and communicate when the vote has passed, and record minutes of the vote
  4. Prepare minutes for approval at the next meeting; archive approved minutes in both paper and electronic formats
  5. Keep all legal documents and permanent record files in order
  6. File the annual corporation renewal for the PTSA with the WA Secretary of State by October 31 each year

Board of Directors

Minimum Expectations for All Board Members:

  • Attend one PTSA state or regional leadership training session during the school year
  • Attend general membership and board meetings monthly (2 hours/month)
  • Respond to board-related emails in between meetings
  • Assist executive board members when called upon

Arts Liaison
Minimum Expectations:

  1. Establish a good relationship with the arts and music teachers in the school (elementary music and art, middle school music, art, and drama). Communicate regularly with them about scheduled events (concerts, plays, etc) and act as a liaison with the Board for scheduling purposes.
  2. Communicate with the Arts teachers about their needs- financial, volunteers, coordinated bake sales, and report back to the Board to ensure the teachers have the support they need and the Board has the information it needs to make appropriate funding and scheduling decisions.
  3. Provide support and direction to the Reflections chair
  4. Provide regular status updates to Vice President

Marketing and Communications Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • First-week Kidmail Packet
    • Pawprint
    • School Directory
    • Website
    • Facebook/Social Media
    • School Communications
    • PTSA Email list
  2. Assist board members and committees in providing marketing/communications ideas for all PTSA related events and activities
  3. Collaborate with other board members and committee leads to determine ongoing marketing and communications needs
  4. Email committee leads weekly to check status on active projects, meet in-person as needed
  5. Provide regular status updates to Vice President
  6. Assist committee leads in making sure project deadlines are met

Community Building Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • Welcoming Committee
    • Back-to-School Event
    • First Day Breakfast
    • School/PTSA Event Meals (Curriculum Night, Math Night)
    • E-STEM Celebration Ice Cream Social
    • Home Room Representatives
  2. Email committee leads weekly to check status on active projects, meet in-person as needed
  3. Provide regular status updates to Vice President
  4. Review new project proposals to determine which new events and activities should be considered by the board
  5. Assist committee leads in making sure project deadlines are met

E-STEM Parent Coordinator
Minimum Expectations:

  1. Provide support and direction to the following projects:
    • Recycling
    • Gardening, including steel troughs, school grounds, and living wall
    • Purchasing of compostable supplies for events (plates, cups, utensils, etc.)
    • E-STEM Career Day
    • Math/Engineering Night
    • Earth Day
    • E-STEM Celebration / Science Fair
    • Other projects as determined by school E-STEM staff
  2. Work with School E-STEM Teacher to build community awareness on E-STEM initiatives
  3. Provide sustainability support/feedback for all PTSA events to increase sustainability throughout the school community.
  4. Work with the E-STEM leadership team to communicate E-STEM initiatives to our school community and generate support and volunteers as needed.
  5. Review new project proposals to determine which new events and activities should be considered by the board.
  6. Coordinate with the school district to for garden work parties.
  7. Provide regular status updates to President.

Fundraising Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • Book Fair
    • Fall Fundraiser
    • Winter Fundraiser
    • Auction
    • Spring Fundraiser
    • Spirit Gear
    • Annual Appeals
    • Bake Sales, ticket sales and other fundraisers that arise
  2. Work with Treasurer to determine fundraising goals and help plan fundraising calendar for the upcoming school year
  3. Review new project proposals to determine which new fundraisers should be considered by the board
  4. Email committee leads regularly to check status on active projects, meet in-person as needed
  5. Assist committee leads in making sure project deadlines are met
  6. Provide regular status updates to President
  7. Work with the Treasurer in helping track money and orders/donations for larger fundraisers
  8. Work with Treasurer and committee leads to ensure proper donation recognition.

Family Support Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • Coat Drive
    • Winter Hat, Mitten & Sock Drive
    • Weekly Backpack Food Program
    • Vacation Food Drive
  2. Work with Counselor(s) and Principal to determine which resources are needed to support Hazel Wolf families
  3. Review new project proposals to determine which new family support events and activities should be considered by the board
  4. Email committee leads regularly to check status on active projects, meet in-person as needed
  5. Provide regular status updates to Vice President
  6. Assist committee leads in making sure project deadlines are met

Homeroom Rep Coordinator
Minimum Expectations:

  1. Recruit, coordinate and support homeroom and middle school grade reps.
    • Introduce and supply contact info to teachers before school starts to ease recruitment confusion.
    • Make communications more clear that they must email homeroomrep@hazelwolfk8 to volunteer.
  2. Communicate and support room reps to:
    • support teacher in getting families involved (class volunteers, supplies, snacks and party treats, class auction item, etc.)
    • help channel communications between class families and the PTSA
    • plan a couple of all-grade activities, like a playground meet-up; and help post things on the all-grade Facebook group (to help build all-grade sense of community)
  3. Consolidate communications from multiple sources and communicate regularly with reps to get the word out about events and opportunities.
  4. Provide regular status updates to Vice President

Neighborhood Outreach Coordinator
Minimum Expectations:

  1. Work to integrate school community into the Pinehurst neighborhood
  2. Coordinate neighborhood outreach events
  3. Open House Tours
  4. Provide regular status updates to Vice President

Social Events Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • Fall Family Dance or other activity
    • Spring Family Event
    • Parents Night Out Venue Coordination
  2. Review new project proposals to determine which new social events and activities should be considered by the board
  3. Email committee leads regularly to check status on active projects, meet in-person as needed
  4. Provide regular status updates to Vice President

Student Extensions Coordinator
Minimum Expectations:

  1. Provide support and direction to the following committees:
    • Spelling Bee
    • Literacy Event (Read-In Night)
    • Field Day
    • Math-Engineering Night
    • Used Book Drive
  2. Review new project proposals to determine which new student extension events and activities should be considered by the board
  3. Email committee leads regularly to check status on active projects, meet in-person as needed
  4. Provide regular status updates to Vice President
  5. Assist committee leads in making sure project deadlines are met

Volunteer/Member Systems Coordinator
Minimum Expectations:

  1. Manage the PT-Avenue Membership database – help train other users and determine best uses of the system for our PTSA
  2. Recruit and coordinate volunteers for PTSA activities (2 hour per week)
    • Post weekly updates to the PTSA Yahoo email list
    • Provide office staff weekly volunteer updates for the Weekly Bulletin
    • Send out monthly call for volunteers in the PTSA newsletter (Paw Print)
    • Keep the Marketing and Communications Coordinator up-to-date on volunteer listings (for placement on website)
  3. Manage and maintain the Hazel Wolf Volunteer Spot website. Create online sign-ups for various school events.
  4. Provide regular status updates to VP of Operations

Legislative Liaison
Minimum Expectations:

  1. Stay current on legislative issues that pertain to education and the Hazel Wolf community on local, state and federal levels.
  2. Provide guidance to the board on what issues warrant PTSA involvement and calls to action.
  3. Write clear, balanced action alerts when action is called for by the PTSA Board
  4. Understand the political advocacy constraints of a 501(c)(3) nonprofit and comply with all associated regulations.