APG board positions descriptions
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PositionApproximate
time commitment
Brief description of primary duties
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Officers (generally elected)President10–30 hours/week• Oversees & coordinates the board, prepares agendas & presides at board & general meetings
• Serves as the official contact for & representative of the PTSA
• Serves as ex-officio member of all committees (except the nominating committee)
• Meets regularly with principal
• Generally 10–20 hours/week, but can be more at the start of the year and for specific events
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Executive VP2-10 hours/week• Acts as primary aide to president
• Performs presidential duties in president's absence
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VP Membership2–3 hrs/month, plus about 2 hours at each of 3–4 school events early in the year• Responsible for PTA membership drive
• Updates PTA membership list (on TOTEM, an electronic management system)
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Treasurer2 - 5 hrs/wk• Maintains permanent records to track funds & financial transactions
• Prepares annual budget for adoption by the association
• Pays bills as authorized by the board or association
• Prepares reports for board & association meetings, and an annual financial report
• Ensures taxes and reports required by PTA bylaws, insurance, or federal and state governments are completed and submitted by the due dates
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Secretary2–3 hrs/month• Takes minutes at board & association meetings
• Co-signs formal papers with president: authorizations for payment, resolutions
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Historian2 hrs/month (Attending monthly meeting. More time if tracking hours.)• Collects volunteer hours for PTSA meetings and events
• Completes and submits the Annual Historian Report to 2nd district PTA
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Parliamentarian (appointed)<1 hr/week • Chairs bylaws committee to review unit bylaws each year and revise bylaws every three years
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AppointeesFundraising Chair2–3 hrs/month, plus about 15–20 hours in early through late August planning and coordinating the Jag Fund for the year (typically launches after Labor Day and ends at calendar year end), and 2 hours at each of 3–4 school events early in the yearOur big push is the Jaguar Fund, which is a direct ask in the fall, typically launched just after Labor Day through New Year's Eve (raised $77K). This year, we also experimented with a Giving Tuesday drive on Facebook (raised $3K). This is primarily about putting together a mailing in late August and creating messaging about the Jag Fund to go out via the communications team (weekly newsletter, Google group, and Facebook).
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Hospitality Chair2 hours/month (coordinating and picking up coffee and food)Coordinate a committee of volunteers to organize and donate, set up, and clean up food and drinks for PTSA events (monthly coffee chats, 4 general meetings, 2–3 garden days) and monthly school staff meetings.
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Principaln/aPrincipal
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Teacher Liaison1 hour/weekTeacher Liaison
Gathers and synthesizes teacher opinions and voice for PTA consideration
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Volunteer Coordinator2 hours/monthSets up volunteer requests on signup.com (https://signup.com/group/957577330032), sends reminders to Google Group, sends volunteer names to PTSA Enews for weekly gratitude segment.
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Gear Co-chairvaries from 0-5 hours/wk depends on business and stocking needsManages APG gear sales and works with vendors.
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Auditor2-3 hours twice a year; couple hours for presenting at meetings over the year• Audits the books and financial records (one-time task)
• Presents written reports on audits to the board & association for adoption
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Passive Giving Coordinator2–3 hrs/monthManage fundraising with community partners like Patxi's, Celia's, Green Apple, and Sports Basement – contact businesses in the community, schedule dates for on-site fundraisers, and collect our checks afterwards.
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Parent-Teacher LiaisonGrants: 10–12 hours/year • Supplies: 1–2 hours/month • Staff meetings: up to 2 hours/month• Manage annual teacher grants – update existing grant application, distribute to teachers and serve as primary contact, read and approve/decline applications with the board, communicate decisions to teachers and coordinate fulfillment.
• Check in with teachers on equipment/supply needs, refer requests to school/secretaries when approriate, restock pantry in teacher's lounge as needed (via Amazon subscriptions).
• Coordinate volunteers to set up and clean up monthly staff meetings (usually first Wednesdays).
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Student Council Liaisonbegins late fall after student council reps have been chosenT.B.D.
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Garden Coordinator20 to 30 hours per yearAssists the garden teacher with gardening (especially front gardens), garden purchases, programming, volunteer needs, and Sunday workdays (2–4 per year).
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School Tour Coordinator3 hours initially to set up, then 2 hours/week in the fall semester; Spring semester variesSet up and run weekly tours October through January and feeder school tours in March/April – Coordinate and run tours with principal, AVID students, and parent volunteers. The AVID teacher (Tanaya Adcock) helps coordinate the students, and the Volunteer Coordinator (Tom Loftus) helps set up signups for parent volunteers.
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Communications, Social Media/Calendars1 hour per weekPost to PTSA facebook page and Google Groups listserv, set up Facebook events, and respond to questions/comments.
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Communication, Fliers/Website, Bulletin Boards30min-1.5 hrs/wkPosts to PTSA website. Designs and prints fliers for bulletin boards and to post throughout the school when needed; also supplies those graphics to social media person for posting when needed.
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Communications Chair, Enews30mn-1hr/wk remotely + once a month 2 hr meeting.Collect items for weekly PTSA e-newsletter: events, fundraising calls, volunteer needs, volunteer thanks.
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VolunteersHospitality CommitteeflexibleHelp with hospitality needs when available.
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