PTA Board Job Descriptions

Thoreau Middle School PTA
Board Member Job Descriptions (updated 4/12/16)

PTA Administration and Support:

Executive Committee As elected positions, the following also include duties as may be provided from the bylaws or as directed by the Executive Committee:

PTA President serves as chair of the Executive Committee and the Board, oversees all PTA operations and the PTA budget, represents the Thoreau PTA in all matters with the local PTA, school and county administrators, presides at all meetings of the association and coordinates the work of the officers and committees. The president assumes duties upon the completion of the PTA meeting election in May. Requirement: a consistent, high level of involvement throughout the year, including summer months.

PTA Vice President is responsible for overseeing PTA activities as deemed appropriate by the Board; also serves as an aide to the president and performs the duties of the president in his or her absence. The vice-president assumes duties upon the completion of the PTA meeting election in May. Requirement: a high level of involvement throughout the year, including summer months. Specific Duties and time commitment are dependent on division of responsibility between President and Vice-President.

PTA Treasurer is responsible for the planning, monitoring and execution of all PTA financial functions. The treasurer has custody of all funds, makes disbursements, remits dues, and prepares a written financial statement comparing expenditures and budget for every meeting. Also prepares an annual financial report at the close of the fiscal year. The treasurer assumes duties upon the completion of the audit from the previous year (typically early July). Requirement: a moderate level of involvement throughout the school year, and particularly when collecting dues and preparing annual budgets.

PTA Secretary produces minutes for all PTA meetings, records all documents and communications issued by the PTA, keeps an official copy of the PTA by-laws, and maintains a membership list. The secretary assumes duties upon the completion of the PTA meeting election in May. Requirement: a moderate level of involvement throughout the school year.

Depositor
Makes deposit of income (checks and cash) into the PTA checking account. This creates a separation of duties between incoming cash and check signing privileges.

Membership
Recruit members to the PTA from the Thoreau families, community, faculty and staff. This includes putting together a flyer for back to school packets in August and collecting registrations at the beginning of school and Back-to-School Night with follow up as needed throughout the year. Manages registration dues and membership records and coordinates registration with the National and State PTAs. Liaison between the Directory Chair, No-fuss fundraiser and the corporate matching gifts programs, which is communicated through the same introductory flyer. Coordination of this program can be done from home. Requirement: a high level of involvement at the beginning of the school year followed by a moderate level of work through the remainder of the year.

Volunteers
Seek out parent volunteers for PTA activities by preparing and distributing volunteer information to parents, then creating a database from the returned volunteer sign-up sheets that will be available to other PTA board members to identify volunteers for the PTA’s various activities. Other duties include keeping the job member descriptions up to date and coordinating volunteers for additional school support programs such as: Annual Art exhibit, Library, Office Work, School Pictures, Thoreau Matters. Requirement: a high level of involvement at the beginning of the school year followed by a moderate level of work through the remainder of the year.

Website
The Website administrator is responsible for creating, maintaining and updating the Thoreau PTA website and the custom e-mail addresses. Previous website design experience is not necessary. Timely updates to the site will be made on an as needed basis. Requirement: during June and again in late August/September a couple of hours a week are required to update the board list, update e-mail addresses and get all of the back-to-school information posted. During the remainder of the school year, about an hour a week is the most that is required. Many updates can be completed in a matter of minutes.

Directory
The chairperson compiles, publishes, and distributes the annual PTA directory of Thoreau MS families along with organizing the sale of additional directories. It requires coordination with our partner, NFCU (the publisher of the directory) and the school office staff (provider of the student contact info). Potential solicitation of paper donations may be needed. E-mail addresses are also received from TMSPTA membership forms and the TMSPTA email site. The work is primarily from September-October and can be done mostly from home. The chairperson must be comfortable using automated packages such as spreadsheets and word processing.

Liaisons:

Diversity
This liaison serves to help to bring our diverse community together, especially focusing on the International community. Duties include attending meetings of the Fairfax County Minority Student Achievement Oversight Committee and provide periodic reports to the Thoreau PTA. Requirement: a brief level of activity throughout the school year.

Legislative representative
The representative keeps the Thoreau PTA apprised of the happenings of the Fairfax County Council of PTAs, the FCPS School Board, the Fairfax County Board of Supervisors which directly affect our school and attend meetings whenever possible (some of the meeting minutes are posted on-line for convenience). Make recommendations on actions the Thoreau PTA should take, such as speaking at meetings, writing letters, etc. Give special attention to school budget matters. Requirement: a modest level of activity throughout the school year.

Special Education Liaison
This Liaison serves as a resource about the special Education community. Duties include attending meetings of the Fairfax County Council of PTAs’ Special Education Committee, reviewing and as appropriate reporting on recent activities of the FCPS Advisory Committee for Students with Disabilities and providing periodic reports to the Thoreau PTA. Requirement: a brief level of activity throughout the school year.

School Liaisons (Elementary and High School)
The following liaisons serve as resources about our feeder elementary and high school schools in the pyramid. Their duties include keeping the Thoreau community informed about programs and activities and attending and reporting activities at meetings for both organizations’ PTA meetings. The liaisons also serve to supply names to the Nominating Committee. Requirement: a brief level of activity throughout the school year.

Elementary Schools Liaisons:
Cunningham Park ES
Flint Hill ES
Freedom Hill ES
Louise Archer ES
Marshall Road ES
Oakton ES
Stenwood ES
Sunrise Valley ES
Vienna ES
Wolftrap ES

High School Liaisons:
Madison HS
Marshall HS
Oakton HS
Thomas Jefferson HS

Welcome
Welcome all newly registered families to Fairfax County Schools to Thoreau MS. At the beginning of the year, the committee coordinates phone calls. The welcoming of families continues throughout the year.

Student Programs and School Support:

Rebate and Reward Programs
The PTA supports Thoreau by posting links on our website to promote online registration to programs such as Amazon Smile, Target Red Card and grocery stores. This person organizes and maintains Box Tops. Moderate activity in the summer to promote registrations during back-to-school season and early fall, light activity throughout the year.

Hospitality & Teacher Appreciation
Organize and coordinate breakfasts and luncheons for faculty and staff, and provides occasional appreciation gestures to outstanding members of the staff. Coordinates Teacher Appreciation Week. Requirement: a moderate level of involvement throughout the school year.

Landscaping
Responsible for improving and maintaining the grounds of the school, including weeding, planting, mulching, watering, pond maintenance and general clean-up, especially before school and in fall and spring. The primary focus areas are the front of the school and the courtyard, with a new focus on the large courtyard resulting from the school expansion. Landscaping Days require extensive community involvement generated from publicity including postings in eNews, outside sign and WEXL, contacting volunteers and coordination with Citizenship faculty (for students wishing to get 8th grade service hours).

Parent Programs
Plan and organize events to provide useful information to middle school parents. Greet and host speakers, provide equipment and water needed and provide honorariums and thank you letters. Previous speakers have addressed topics including parenting, bullying issues, drug awareness, internet safety, gang awareness, and joint programs with the diversity chair. Requirement: a moderate level of involvement linked to the timing of the lectures selected.

Reflections Program
The National PTA sponsors this program to promote creativity in the arts (literature, poetry, photography, visual arts, and music) in a contest format. Students submit their original work based on a chosen national theme. The Chairs organize the Reflections program, communicate with the Thoreau community, and coordinate the submission of entries to the regional competition level. Plans an awards ceremony and, if possible, an art show. Requirement: late-spring planning, light summer organizing and moderate activity in the fall.
School Store Two co-chairpersons are needed for this position; could be preferably an 8th grade lead and 7th grade understudy (who could lake over the following year) but not necessary if the team wants to chair together for 2 years. Responsibilities include purchasing supplies and TMS spirit wear, staffing the store and maintaining inventory and financial records in conjunction with the Treasurer. Coordinate with the school administration. Requirement: a high level of involvement at the beginning of the school year followed by a moderate level of work through the remainder of the year.

Events:
7th Grade Dinner Event
Coordinate and plan the November family dinner event. Moderate level of activity September – November. A notebook with previous years’ information is available for planning.

8th Grade Dance
Coordinate and plan the 8th grade dance event that takes place at the end of the school year. It requires a high level of involvement in May and June and the ability to coordinate a large team. A notebook with previous years’ information is available for planning.