Executive Board Jobs

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President

Estimated time commitment ~ 2-3 hours per week throughout the year; however, busiest periods are April/May ~10+ hours a week to coordinate calendar, activities and training, then in August the week prior to school and first weeks of school—20+ hours each week

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Be the official representative of JLS PTA
  • Prepare agendas for Executive Board and general PTA meetings (with input from Principal and Executive Board Members) and preside at all meeting of the Executive Board and the PTA
  • Coordinate the work of all PTA officers and committees; Serve as ex officio member on all committees except Nominating Committee; delegate tasks
  • Be responsible for the annual PTA Executive Board roster
  • Be authorized to sign checks
  • Approve and be responsible for all communication that goes out identified with “PTA” (Panther Tracks, eNews, flyers, etc.) and assure that all are approved by the Principal prior to distribution
  • Respond to communications and otherwise interface with PAUSD, school administration, Executive Board members, PTA council, PTA membership, staff, community members
  • Attend PTA district-wide presidents meetings and PTAC meetings
  • Have all contracts or legally binding documents approved by the PTA before signing
  • Be familiar with and abide by current JLS PTA bylaws

Executive VP

Estimated time commitment ~ 1-2 hours per week; busiest period April/May  ~10+ hours a week to coordinate calendar, activities and training, then in August the week prior to school and first week of school, 20+ hours each week

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Assist President with above as needed, serving as the President’s primary aide
  • Maintain PTA calendar and communicate PTA/school activities calendars to Panther Tracks and eNews
  • Perform the duties of the President in her/his absence
  • Be authorized to sign checks
  • Be familiar with and abide by current JLS PTA bylaws

VP Programs

Estimated time commitment ~ 1-2 hours per week; busiest period August – September

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Help identify and develop new community-building programs for JLS, as needed
  • Help identify Chairs for current programs and help them find the resources they need (Back-to-School Dinner, Many Faces of JLS, etc.)
  • Help chairs coordinate these PTA and report key activities to the executive board
  • Be familiar with and abide by current JLS PTA bylaws

VP Membership

Estimated time commitment ~20 hours; majority of the work in first quarter of the school year

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Collect and input membership data from registration payment forms
  • Collect membership information from Treasurer as it comes in during the school year
  • Communicate to and solicit PTA membership from JLS staff
  • Communicate/publicize value and logistics of PTA membership to JLS families (Panther Tracks, Back-to-school packet, etc.)
  • Maintain updated PTA membership list and provide list to PTA President and Secretary
  • Upload/Input Membership information into PTA Membership database
  • Work with PTA Treasurer to make sure requisite per capita dues are forwarded to PTAC
  • Provide membership cards to those requesting them and to those attending State PTA Convention
  • Be familiar with and abide by current JLS PTA bylaws

VP Communications

Estimated time commitment ~ 1-2 hours per week

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Coordinate and serve as resource for positions within area including Panther Tracks newsletter, Student Directory, eNews, PTA website and any other PTA-related communications
  • Help maintain calendar of events
  • Assist with publicity for JLS events as needed
  • Compile status reports for Executive Board meetings
  • Be responsible for Panther Tracks content and deadlines
  • Be familiar with and abide by current JLS PTA bylaws

VP Service

Estimated time commitment ~ 1-2 hours per week; busiest period August – September

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Report monthly key activities to the executive board
  • Provide support to teachers and administrators building service learning activities on campus
  • Serve as liaison to Youth Community Service and its club at JLS
  • Plan the annual JLS PTA Youth Community Service Day – a half day larger service experience for JLS students. Or equivalent opportunties
  • Be familiar with and abide by current JLS PTA Bylaws

Secretary

Estimated time commitment:  3-4 hours per month

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Take minutes and provide copies at PTA Executive Board and general PTA meetings
  • Have minutes reviewed by PTA President
  • Have electronic copy ready for web master to upload to PTA website
  • Maintain a file of all past minutes (as corrected) and get them bound at the end of year
  • Attach a list of expenditures to all minutes
  • Keep current PTA membership list and have available at meetings
  • Keep copies of all correspondence; conduct correspondence if requested
  • Keep, be familiar with, and abide by current JLS PTA bylaws and standing rules

Treasurer

Estimated time commitment: 4 hours a month

~20 hours with the majority of the work in the first quarter of the school year

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Prepare and present monthly financial reports and check authorization form at all PTA Executive Board and General Membership meetings (about 10 meetings over 10 months) for approval
  • Convene and chair JLS PTA Budget Committee
  • Prepare and present proposed budget to Executive Board and general PTA membership
  • Handle all PTA financial transactions in accordance with PTA guidelines and procedures
  • Makes sure that bank signature cards have current authorized office holders
  • Secure two authorized signatures on all checks
  • Interface with anyone in PTA who handles money, assuring that PTA procedures are followed
  • Maintain all PTA financial records
  • Keep the Executive Board and PTA membership informed of expenditures versus budget
  • Forward payments (dues, insurance, assessments) to PTAC
  • Responsible for tax filings
  • Work with PTA Auditor
  • Be familiar with and abide by current JLS PTA bylaws

Auditor

Estimated time commitment: 10 hours in January and July

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Prepares and submits semi-annual financial audit (January and July) according to PTA Bylaws and Guidelines (use PTA Tool Kit)
  • Be familiar with and abide by current JLS PTA bylaws

Parliamentarian

Estimated time commitment: 0.5 – 1 hour per week, mostly in August and January/February

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Be familiar with and abide by current JLS PTA Bylaws
  • Review current Bylaws and standing rules for revision annually and revise as needed, at minimum every two years. (Last revision submitted August 2012)
  • Disseminate copies of Bylaws to all Executive Board Officers
  • Interpret Bylaws as requested or appropriate
  • Advise PTA President on parliamentary procedure
  • Circulate and update current job descriptions
  • Recruit members of Nominating Committee as per Bylaws
    • Present Nominating Committee slate for election at January PTA meeting
    • Convene 1st meeting of Nominating committee
    • Provide Committee with necessary materials and information, including updated job descriptions and current Bylaws
  • Insure that all members of Nominating Committee and nominees for elected office become JLS PTA members 

Other positions as needed:

Chair, Ways and Means

Estimated time commitment ~ 1-2 hours per week

  • Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
  • Coordinate and serve as resource for related committee positions
  • Compile status reports for Executive Board meetings (grant writing, grant approval, direct appeal, eSCRIP)
  • Review any potential fund raising activities
  • Research and coordinate grant opportunities
  • Oversee all PiE and any other PAUSD fund raising/budget activities
  • Serve on JLS PTA Budget Committee
  • Be familiar with and abide by current JLS PTA bylaws 

Historian

Estimated time commitment: 0.5 hours per week and about 4 – -8 hours in June to compile a year-end report

  • Prepare and submit to PTAC JLS PTA’s annual report required by State PTA: tally of volunteer hours and summary narrative of the past year
  • Act as custodian of records and materials pertinent to the history of JLS PTA
  • Be familiar with and abide by current JLS PTA bylaws

Palo Alto PTA Council Representatives (3)

Estimated time commitment: 3 hours 5 times a year for PTAC meetings + 2 hours/month PTA meeting

  • Attend PTAC general meeting meetings (3-5 times a year)
  • Report back to JLS PTA Executive Board on PTAC activities
  • Provide PTAC snacks on behalf of JLS as assigned
  • One of 3 representatives must serve on PTAC Nominating Committee
  • Be familiar with and abide by current JLS PTA Bylaws

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