Seawell PTA Role Description List.xlsx

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1	For more information, or to volunteer, contact info@seawellpta.com
2	Title	Description of Role
3	EXECUTIVE COMMITTEE:
4	President	The president presides at all meetings of the general membership and the board of directors at which they may be present, and designates another officer to preside when they will not be present (in the absence of such designation, the board may elect any board member to preside at any meeting); coordinates the work of the officers, the board and the committees; performs other duties as may be provided for by the bylaws or assigned to them; signs all contracts that have been approved by the board; shall be an ex officio voting member of all committees except the nominating committee. About 2-4 hours a week. Helps shape the organization strategically given current and evolving group resources & goals. Sends weekly PTA updates to Seawell principal for inclusion in Peek at the Week email. Schedules and moderates board and general membership meetings. Responds to info@seawellpta.com and keeps track of non-profit compliance. Helps to coordinate volunteers and activities and assists with projects when able.
5	Vice President	The vice president(s) perform(S) duties requested by the president and the board of directors. In the event of a vacancy in the office of president, the vice president, or the vice presidents acting together if there is more than one, shall assume the duties of the president until a new president is elected. No official time commitment, unless President is unavailable. VP assists president when necessary.
6	Secretary	The secretary is primarily responsible for attending all PTA meetings in order to record the meeting minutes; collecting and keeping attendance sheets; seeking and incorporating revisions to the draft minutes; seeking approval of the draft minutes at subsequent PTA meeting; and posting the draft and approved minutes to the PTA website. Averages between 3 and 4 hours per month. Must be able to attend the PTA meetings once a month.
7	Treasurer	The treasurer shall have custody of the funds collected, raised, received as contributions or otherwise acquired and belong to the PTA. The treasurer will keep a full and accurate account of receipts and expenditures and in accordance with the provisions in the annual budget shall make disbursements as authorized by the president, executive board, or the general membership. The treasurer and one authorized person shall sign checks. The treasurer shall present a financial statement at every meeting of the PTA. The treasurer shall be responsible for the maintenance of books of accounts and records. The treasurer’s account shall be audited by an auditing committee who must sign a statement of satisfaction at the end of the report. The treasurer is responsible for filing any required tax forms at the end of the fiscal year. 2-4 hours a week, with occasional busier weeks to fulfill teacher reimbursement requests. Requires occasional trips to the bank to make deposits, school to check the PTA mailbox, and attendance at PTA meetings.
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9	STANDING COMMITTEES
10	Advocacy	The advocacy committee shall develop and organize meetings, activities, and programs to further the goals and purposes of PTA. This committee is tasked with improving communications and relationships between school staff and families; educating families and caregivers on important issues related to the health and educational success of their children; and helping to make each child’s potential a reality. Upon election, the chair of the advocacy committee shall be a Voting Member of the Seawell PTA Board of Directors. Can be done remotely. Flexibility with meeting or conference calls. New committee. Number of hours depends on month.
11	Audit Committee	The audit committee shall be responsible for the annual audit of the PTA finances (meets once over the summer between July and end of August) and financial reviews of deposits and withdrawals each month. Must sign a statement by August 31 certifying that an audit has been completed. This is critical to maintaining the PTA's nonprofit status. Upon election, the chair of the audit committee shall be a Voting Member of the Seawell PTA Board of Directors. Time commitment depends on how the committee members structures the audit. Finances can be reviewed monthly or all at once, in the summer .
12	Nominating Committee	Nominating Committee Chair: This is a person of the committee that sets up the meeting of the nominating committee in early March. The nominating committee will present a slate of people for officer positions for the PTA at the May general membership meeting. The nominating committee will be working all through the Spring to find people that are active in the school and who are open and willing to take a role on the PTA board. The PTA board also works with the nominating committee with suggestions of folks for the positions that are open. The Nominating Committee Chair also works to nominate parents to the School Improvement Team (SIT) in March. Upon election, the chair of the nominating committee shall be a Voting Member of the Seawell PTA Board of Directors. This role is easily filled by working or stay at home people. Once the committee is formed they decide when is the best time to meet for all events.
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14	SUB-COMMITTEES
15	Grant Writers	Research and complete grants for Seawell school and teachers. Work with the principal, PTA committee chairs and teachers to identify needs and locate potential grant opportunities. 10-15 hours a year. Meetings with principal required in person or by phone. Work can be completed remotely.
16	Staff/ Teacher Appreciation Committee Teacher Appreciation Week	The committee coordinates and develops staff/teacher appreciation activities throughout the year including breakfasts, lunches, snack bars and teacher appreciation week activities. Averages about 12 hours per person per year. Work is divided up between committee members and there is some flexibility regarding when you need to be at Seawell and how many hours. Part of Staff/Teacher Appreciation Committee; Coordinates the Teacher Appreciation week lunch and collection of school gift for staff and teachers
17	Wellness Committee	The members of this committee works with the school nurse to coordinate wellness activities and/or informational handouts. The committee will meet at least 2 times to plan activities for the fall and spring. Outside of the 2 planning meetings, most of the work can be done remotely and depends on what the committee decides for its activities.
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20	EVENTS
21	Big Fall Play Day	Be a part of Seawell’s annual fall carnival! Manage budget to put on this fun event for families – arrange entertainment, volunteers, carnival games, rides & food. Promote the event, purchase prizes and drinks. About 10 hours of work plus the event, which can be done remotely except for the event. Work is divided among volunteers.
22	Big Fall Play Day
23	Bingo Night	Coordinate Seawell’s annual Bingo night. Set up equipment (owned by PTA), purchase prizes, promote the event, and coordinate pizza purchases and volunteers for the evening. About 8-10 hours of work. Can be done remotely except for the event.
24	Ice Cream Social and School Tours for New Families	Work with Principal to choose a date (typically it's about week before the first day of school) and to promote the evening to new Seawell families. Work with PTA to purchase all needed items and recruit volunteers to help that evening. Help set up PTA table for event. Can be done remotely except for the event. Requires approximately 6-8 hours total.
25	Science Night	Work to facilate Seawell's annual Science Night. Can apply for a kit from NC Science Festival or work with local universities to find volunteers. About 6-8 hours total of work which includes set up and the actual event which takes place after working hours.
26	St. Patrick’s Day Dance (and other dances)	Coordinate Seawell’s annual St. Patrick’s day dance fundraiser. Promote the event, manage registrations and secure volunteers for the evening. About 5 hours of work. Can be done remotely except for the event, which takes place after working hours.
27	Global Traditions	This annual Seawell tradition happens in May. It is a celebration of the different countries, cultures and communities represented at Seawell. Volunteers will help plan this event by organizing families into specific country tables/stations, print out passports for attendees to use, coordinate food trucks or other vendors and performances. 10-15 hours of total work, plus the event.
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30	FUNDRAISING
31	Amazon Smile, Harris Teeter, other Loyalty Programs	Create and monitor schedule of disbursements to confirm check arrival and deposit. In addition, promote to school community in newsletter and other materials. ½-hour month maximum on average. Can be done remotely.
32	Fall Fundraiser	Coordinate annual fundraising campaign for PTA. Create and send out emails and fliers and work with other PTA members to update website and facebook. Update the school community weekly about the campaign's progress. 10-15 hours total.
33	Family Portraits	Coordinate the sales and scheduling of Family Photography fundraiser. One time event over two days. Almost all can be done remotely.
34	Read A Thon	Develop and implement Seawell’s annual Read-A-Thon, one of the PTA’s major fundraisers. Distribute packets, collect pledges and determine winners. Assist classes with developing winning parties and assist with principal of the day and librarian of the day activities. 95% of the work can be done remotely. A majority of it is data entry of hours read. The work is divided up among committee members. Roughly 10 hours per volunteer over a 6-week period. Most of it falls at the end of the event, typically held in January.
35	Seawell Family Dine Out	Responsible for coordinating Family Nights to raise money for Seawell and build morale for the school community. Work with the President to find dates and avoid any other potential conflicts. Work with local businesses to make agreements and set dates. Work with school to publicize events. Requires approximately 2 hours per month and can be done in free time.
36	Spirit Items/Merch	Currently the PTA orders spirit items from The Merch in Carrboro. The person in charge of this will determine what items to purchase and sell, manage budget for items, and pick up/store the items. Merch is sold online via the PTA Givebacks storefront and at in-person Seawell events. If items are purchased online, this person will deliver the items to school for delivery via classroom. This is an ongoing position and takes about 1-2 hours per month.
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39	PUBLICITY:
40	Facebook Admin	Responsible for updating the Seawell PTA Facebook page weekly or every other week depending on what is happening. Updates can be made after school hours. 1 hour/week
41	School Sign	Coordinate with Ms. Jeffries' 4th grade class to make school sign updates. ~ 30 minutes per month
42	Web Site	Responsible for updating the PTA web site. If it has been largely kept up-to-date then changes will primarily be to the homepage "what's new" section. The "what's new" section can be refreshed to link to the latest PTA newsletter and a list of current events. Other updates include current campaign calls-to-action, and things like linking teacher wishlists. ~1hr weekly unless revamping or making new pages
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45	OTHER POSITIONS:
46	Critter Corner	Manage the needs of the animals for critter corner. Manage volunteer sign up schedule.
47	Room Parent Chair	Manages Room Parent network by recruiting and maintaining at least one Room Parent per classroom. Room Parents are established at the start of the year by publicizing the role with provided materials sent out by backpack, and digitally (Peek at the Week, PTA website, Facebook page). Parents sign-up via the online form or by sending back printed forms. Room Parent Coordinator keeps track of assignments, ensuring that each class has coverage. Once all classrooms have a Room Parent, volunteers are invited to an online meeting for training. Online meeting is a chance for the Room Parent Network to meet, get an overview, and ask questions. Room Parents are provided with a document (already created) outlining the role. Room Parent Coordinator provides school data manager with Room Parent assignments and the data manager provides each volunteer with a contact list for their classroom's parents. Throughout the year the Room Parent Coordinator sends periodic emails to Room Parent Network with information from the PTA. ~2 hr weekly	1) Push at the start of the year to recruit and help people get organized 2) Ongoing operations as a main communication channel for the school 3) Periodically helping people out with their questions & providing direction 4) Periodically refining documentation on the PTA server (things like email templates for the holidays/end of school year) 5) Maintaining the integrity of the Room Parent program by upholding values: Room Parents are the parent scaffolding at the school because they are the most informed and they showcase that we are a community. They share open-invitations for all to be involved in school happenings and demonstrate that we care about our teachers and the classroom experience. Room Parents are NOT required to put in volunteer hours outside of their relationship with the teacher & classroom unless they want to.
48	FORT (Family Outreach Team)	FORT helps ensure that families in need at Seawell are cared for. Works with school administration and social worker to determine community needs. Faciliates canned food and gift drive during the holidays.
49	Cultural Enrichment Chair	Secure cultural enrichment assemblies in consultation with the principal for Seawell.
50	Seawell Learning Garden	This position requires the volunteer to plan or follow pre-set yearly plans to coordinate the Seawell campus grounds upkeep and management and to help oversee the school garden in conjunction with students and parents. 2-3 workdays a month, usually about 2 hours in duration each will likely be necessary to keep the grounds looking in good condition and to create a productive garden. 4-6hrs/month; less hours during winter months and more during Spring/Fall. This is a flexible position and can be completed after school or on weekends. Other volunteers are free to work when their schedule allows but the coordinator should have pre-planned workdays.
51	Math Olympiads	The Seawell Math Olympiads Coordinator is responsible for running the MO program from Sept-March. Responsibilities include sending out applications, determining teams, registering the team with the MO organization, recruiting and organizing parent volunteers, making sure all of the weekly tasks are filled, and communicating with participants' families frequently. 10-15 hours initially, 2/hrs per week then on. can be done, but needs lots of support during class time (2:30-3:45)
52	PSF 5K for Education Coordinator	Coordinate activities for Seawell’s family and staff participation in the annual PSF 5K for Education that occurs in March. Includes securing volunteers for Seawell Cheer Station along race route. 6-8 hours total, plus the event.
53	PTA Council Rep.	Represent Seawell at the monthly CHCCS PTA Council Meetings and respond to requests for information. Provide reports at the PTA meetings. 2 hours a month (meeting time - requires you to be available to attend PTA Council meetings and Seawell PTA meetings Monthly).
54	Reflections Competition Coordinator	Coordinate the national PTA reflections competition for Seawell. Publicize the event and deadline, organize the artwork for judges (art, music teacher at Seawell & others depending on quantity of submissions), take photos of artwork selected to move on, and notify students of decisions. Create certificates for participants. Publicize winners in newsletter and through connect ed. Requires about 1 hour worth of work at Seawell (picking up and dropping off art work for Judges and distributing certificates). The rest can be done remotely. Roughly 4 hours total.
55	Yearbook Committee	Coordinate with PTA to sign yearbook contract. Conduct a yearbook cover contest so the cover is custom every year. Work within online template software to arrange photos and yearbook pages. Coordinate with classroom teachers so they can assist with assembling grade level pages. Communicate with yearbook company to complete order, ensuring that yearbooks are delivered before the last week of school. Help faciliate distribution of yearbooks to classes.
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