GVJHS

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–– –– VOLUNTEER JOB DESCRIPTIONS President Executive Vice President 1st Vice President, Programs 2nd Vice President, Ways and Means Recording Secretary Corresponding Secretary Treasurer Financial Secretary Auditor Parliamentarian Historian ---------------------------------------------------- Additional job descriptions will be made available soon.  There are manuals (binders) for all major jobs which are passed on to the next person volunteering for that position. Beautification Care and Share Dances Directory Display Case Fundraising Health & Safety Honorary Service Awards Hospitality Legislative Representatives Membership Meetings (with guest speakers!) Newsletter (website only now!) Parent Education Pastries with the Principal Promotion Activities Reflections Regatta (Orientation) Soiree Staff Appreciation (luncheons, etc!) Student Recognition Website

Duties of the officers include, but are not limited to, the following:

President

• Presides at all meetings of the association and executive board.
• Serves as a member ex-officio of all committees except nominating committee.
• Appoints the parliamentarian and the chair and members of committees subject to the ratification of the executive board.
• Prepares the local unit annual report.
• Serves as the official representative of the unit at council and district meetings.

Executive Vice President

• Serves as the President's aide
• Assists with the monthly newsletter, helping to write and edit the President's letter
• Attends all PTA meetings
• Assists with special projects involving the executive board
• Steps in if the President cannot be at a meeting.
• Works with the Principal and the President to maintain good communication between parents and the administration/staff

The position should be filled by someone able and willing to attend all meetings, help answer questions/problems a parent may have, and be a sounding board for the president, principal, and any parents.

1st Vice President, Programs

• Acts as an aide to the president and performs the duties of the president in the absence of the president.
• Chairs the Program Committee
• Additional info: 
• Books cultural arts assemblies (drama, music, and dance) for the entire student body, coordinating dates and number of events with the administration.
• Oversees assemblies and solicits staff for evaluation.
• Requests funds from PTA
  
• Volunteer time: 20-30 hours per year (no day time hours required)

2nd Vice President, Ways and Means (Two-Person Team)

• Acts as an aide to the president and performs the duties of the president in the absence of the president.
• Chairs the Ways and Means Committee
  
• Additional info: 
• Fundraising/Mail-A-Thon in the fall: mails donation letter (folding and stuffing envelopes), writes three newsletter articles, presentation at Back-to-School Night in October.
  
• Volunteer time: 20 hours August-February (no day time hours required)

Recording Secretary (or Co-Recording Secretaries)

• Keeps an accurate record of the proceedings of all meetings of the association and the executive board in the bound book which is the legal record of this PTA.
• Keeps a current list of the paid members of the association.
• Records all expenditures in the minutes.
• Additional info: 
• We take notes/write down the minutes at every PTA meeting (both association meetings and executive board meetings).  These notes, which reflect an accurate record of the proceedings, are then typed into formal minutes.  These minutes are then copied and distributed at the next meeting for approval by the members.  We also obtain copies of the attendance sheets and treasurer's reports.  The approved minutes, attendance sheets, and treasurer's reports are kept in a bound book.
• It takes about 2-3 hours to type up the meeting minutes each month.  Supplies would include use of a computer and printer.  The school copy machine may be used to make 25 copies of the minutes to be distributed at each meeting.  The minutes, the attendance sheets, and the treasurer's reports are glued into the bound book each month.  Since this is a co-position, we take turns preparing the minutes, alternating each month.
• Timeline:  The only deadline is that the above duties need to be accomplished prior to the next scheduled meeting.
• Future:  Minutes will be provided digitally to be available on the PTA website.
  
• Volunteer time: 3-5 hours per month (no day time hours required, except to make copies)

Corresponding Secretary

• Conducts all necessary correspondence of the association upon authorization of the president, executive board or association.
• Notifies officers of their election and chairmen of their appointments.
• Sends notices of executive board meetings.
• Additional info: 
• Writes "thank you" notes, as needed
• Prepares and delivers birthday cards for all GVJHS staff.
• Volunteer time: 1 hour per month (no day time hours required)

Treasurer

• Serves as the authorized custodian of all funds in the association.
• Keeps an accurate permanent record of receipts and disbursements in a ledger.
• Presents a statement of account at every meeting of the association and the executive board on request.
• Makes an annual financial report to the association which includes gross receipts and disbursements.
  
• Additional info: 
• Maintains folder of checks/cash to be deposited and reimbursement forms for the Financial Secretary to pick up.
  
• Volunteer time: 4-6 hours per month (no day time hours required so long as the Financial Secretary makes all bank deposits)

Financial Secretary

• This position handles all of the bank deposits for the PTA during the course of the year.
• Pick up money and/or checks from the Treasurer or from the Financial Secretary folder
• Verify the accuracy of the Funds to be Deposited Form with the cash/checks received.
• Prepare checks for deposit; fill out bank deposit slip
• Make deposit at bank and return deposit slip and all forms to the Treasurer.
  
• Volunteer time: 1 hour per month, more during Mail-a-Thon months/Fall  (day time hours required)

Auditor

• Audits the books and financial records of the association semiannually with the final audit to be at the close of the treasurer's term.

Parliamentarian

• Attends all meetings of the association and of the executive board and gives necessary advice regarding parliamentary procedure.
• Calls the first meeting of the nominating committee, conducts election of officers, and gives instructions.

Historian

• Assembles and preserves a record of the activities, achievements, and volunteer hours of the association.
• Additional info: 
• Collects financial reports, newsletters, sign-in sheets, agendas, and minutes monthly
  
• Reports number of PTA hours to state PTA at end of year.
  
• Volunteer time: 1 hour per month (no day time hours required)

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Beautification

This committee works with the Assistant Principal to help maintain the beauty around campus and to create new gardens, walkways, and benches.

Responsibilities:  To work with Jorge Fulco to decide on priorities for the year and the schedule the necessary work.  The type of work will vary but can include,

• Scheduling work days for maintaining PTA planted beds,
• Creating (or hiring) landscape plans for different areas on campus,
• Purchasing plants for other bedding materials,
• Overseeing the work either hired or volunteer,
• Managing the funds provided in the PTA budget

Volunteer hours vary depending on the project but can be estimated at 2 hours per month – 20 hours for the year.

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Care and Share

The Care and Share Food Drive is usually done the first two weeks in February.

The PTA sponsors a canned food drive for two weeks and donates the food to the Unity Shoppe.  Volunteers go into the first period classrooms from 8:30-9am and collect the food and bring it to a designated area.  A tally is kept for each classroom.  The classroom with the highest percentage wins a prize of some sort.  Totals can also be kept by House, rather than classroom. Consult with Principal and Vice Principals prior to the event.

1.   In November:

• Write up your Mariner Newsletter announcement and provide this to the Newsletter Editor the second week of the month (in time for December's newsletter). Provide additional announcements for the following months, content changed to reflect the current status.

2.    In early December:

• Get a list of volunteers (you can send a sign-up sheet around at the December and January meetings and contact the Volunteer Coordinator who will have a list of previously signed up volunteers)
• Contact local businesses to donate prizes.
  

3.   In January:

• Firm up your volunteers to collect the food from the homerooms (or in front of the school by House) in the mornings.
• Call the Unity shoppe to arrange for them to pick up the goods at the end of the drive.
• Write up your Daily Bulletin announcements explaining the program
  
• Coordinate with the Office to store the food, get homeroom teachers and room numbers, get a school map, put notices in the Daily Bulletin.
• Make information available to your volunteers that includes a list of their assignments, teachers' rooms, and locations.
  

4.    Follow up with the Daily Bulletin announcement of the totals, winners, and thanking them for their effort.

Volunteer hours vary depending on the project(s) but can be estimated at about 20 hours from December-February.

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Directory

The PTA Directory is a list of all GV students and staff.  Student information includes address, phone and parent(s) names.  The Directory Chair receives student information on disk and formats the directory.  The Directory Chair

June/July

• Update the Parent Student Directory form.  Give to the Office or Regatta staff for inclusion in the registration mailing packet.
  

September

• The Office staff will sort through all the forms first to make changes in GV's SASI file. Alphabetize the forms.  Keep the change/delete forms separate.  After the directory is formatted it is easier to make changes and deletions.
  
• Ask the Office staff for teacher extension, email addresses and the school calendar.  Look at last year's Directory to see if additional items should be included.
• Ask the PTA President for a complete list of officers and chairpersons.
  

October

• Call the Office staff to request SASI information on disk in Word (or whatever program you will use), make a backup copy of this right away.  Use the new file to format the directory.

November

• Call PTA Membership Chair for membership total.  Determine total number of PTA members, add 25-30 for post distribution sales in the Office.  Verify number before taking Directory to Printers (we've used Wilson Printing for several years now).  Have the Membership Chair request mailing labels for all students and their homeroom.  The Membership Chair can then highlight the student's name of all PTA members.  The sticker will be affixed to the directory and sorted by homeroom.  The box of directories can be taken to GVJH for the student helpers to distribute to homerooms.
  

The goal of distribution of all directories to students the week of Thanksgiving.  Additional directories are left in the PTA cupboard for purchase at $7.00 (PTA membership cost).

Volunteer hours can be estimated at about 40 hours, with the bulk of the hours during late October and early November.  (While one person can do this job, two is preferable; Few daytime hours required for pickup and delivery during school hours)