Executive Board Job Descriptions

PTC PRESIDENT JOB DESCRIPTION

The PTC President presides over the business of the Parent Teacher Council and the PTC Executive Board. The PTC President serves as a liaison between the Principal, teachers and parents and also serves as liaison between the PTC, school and the School District. The President shall work closely with the Principal to assure that the mission statement and strategic plan of Cossitt and the mission statement of the PTC are reflected in all PTC activities. The President shall complete all duties set forth in the PTC by-laws and policies and as set forth herein.

As a member of the PTC Executive Board, the President shall:

  • Organize and conduct all PTC Executive Board Meetings
  • Attend PTC Roundtable and other meetings as called by the School Superintendent
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters
  • Be responsible for setting the PTC budget with the PTC Treasurer, First Vice-President and Principal, and presenting the budget to the Executive Board and the PTC for approval. The President also is responsible for presenting the budget to the District Roundtable. The Budget process is set forth in the PTC Policies.
  • The President is the responsible agent to oversee that the approved and published budget is followed as closely as possible
  • The President is responsible for organizing and conducting all PTC regular meetings and special meetings, if needed
  • The President is an ex-officio member of each PTC committee and is responsible for overseeing the activities of all PTC committees and for obtaining reports from the PTC Vice-Presidents on the activities of the committees which the Vice-Presidents are directly responsible to oversee.
  • The President shall coordinate the end-year reports and budget requests from all committee chairs. The President shall set up new PTC committees as necessary.

SPECIFIC RESPONSIBILITIES

  • Assure that the PTC complies with all applicable not-for-profit laws, maintains its tax-exempt status, and complies with all applicable District 102 policies. District 102 Roundtable policies, and the mission statements and objectives of Cossitt School and the Cossitt PTC
  • With the School office staff, and with the help of the Executive Board, set-up and conduct school registrations
  • Schedule and conduct committee meetings at the beginning of every school year, with the Vice-President who is responsible for overseeing the committee, to review the committee’s budget and planning for the year
  • With the help of the First Vice-President and Treasurer, issues checks to the sellers of the Clothing Sale.
  • Oversee the publication of PawPrints, the monthly PTC newsletter in the School Tiger Times and the publication of the PTC website. The President shall write a monthly report to be included in the Paw Prints and shall review all submissions to the Paw Prints by PTC officers and committees prior to their publication
  • The President, with the Principal, shall review all flyers, publicity and other information submitted for dissemination by or on behalf of the PTC to assure that they comply with all PTC by-laws and policies
  • Review all incoming PTC mail and forward it to the appropriate officers or committees
  • Maintain and update the PTC Information Board on a monthly basis.
  • Organize school registrations in August, with the school staff and the PTC Executive Board
  • Organize the nominating committee which presents the slate of officers to the general PTC in accordance with PTC by-laws
  • Attend Kindergarten Registration and Parent Information Night and other parent events to represent the PTC.
  • Coordinate staff and student appreciation, gift-giving and memorial donations or donations of other kinds made on behalf of the PTC
  • Thank volunteers throughout the year on behalf of the PTC

PTC FIRST VICE-PRESIDENT JOB DESCRIPTION

The First Vice-President shall perform all duties as required of her/him in the PTC bylaws and policies and as set forth in this job description.. The First Vice-President also shall be willing to assume the position of President in the year following his/her term as First Vice-President, if so nominated and elected by the general PTC membership

As a member of the PTC Executive Board, the First Vice-President shall:

  • Attend all PTC executive board meetings and general PTC meetings, and shall preside over such meetings in the absence of the President.
  • Oversee all PTC parent communications as it related to Cossitt; including the email weekly newsletter, Paw Prints and the electronic brown envelope and web site. As Editor of Paw Prints the First Vice President collects and reviews all submissions to the Paw Prints by PTC officers and committees prior to their publication. In addition, he/she collects all submissions for the email newsletter and writes the weekly address from the PTC. This position also makes certain the electronic Friday Folder and website is kept up to date and that both are meeting the needs of the school administration and the PTC.
  • Attend PTC Roundtable and other meetings as called by the School Superintendent and requested by the President
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Serve on the committee responsible for setting the PTC budget with the PTC Treasurer, President and Principal, and presenting the budget to the Executive Board and the PTC for approval.
  • Assist the PTC President as needed or as requested to conduct the business of the PTC.
  • Oversee activities/committees that are extra-curricular, but not curriculum related.
    (Language Committee/Language Stars, Chess Club, Boys on the Run, Girls on the
    Run, etc.)

SPECIFIC RESPONSBILITIES:

  • Oversee all PTC communication vehicles including the publication of PawPrints, the monthly PTC newsletter the publication of the weekly email. This position also makes sure the PTC website is kept up to date and works to make sure the electronic Friday envelope is meeting the needs of both the school administration and the PTC.
  • Maintain and update the PTC Information Board as needed throughout the year.
  • Oversee the production of the school calendar for the following academic year, including collecting all pertinent PTC dates from the PTC officers and Committees.
  • Be responsible to review, at the request of the Executive Board, the by-laws, or policies of the PTC or such other documents pertaining to the administration of the PTC for consistency or amendments.
  • Assure that all Officers and Committee Chairpersons receive a copy of the bylaws and any PTC policies relevant to their job descriptions and/or committee activities.
  • Assist the President as requested and necessary to achieve the objectives of the PTC.

COMMITTEE SUPERVISION:

The First Vice-President is directly responsible for the overseeing the activities of the following PTC Committees, and such other committees as shall be established and assigned to the First Vice-President from time to time:

  • Building Improvements
  • Student Wellness – including Girls on the Run and Boys Running Program
  • Language Committee/Language Stars
  • Chess Club
  • Bike Rodeo
  • Coordinate and attend organizational committee meetings at the beginning of every school year, with the President to review the committee’s budget and planning for the year.
    • Oversight responsibilities include:
      • Regular communication with committee chairs to keep informed of committee activities.
      • Keep the Executive Board up to date on committee activities and expenditures and also to be prepared to give reports of committee activities at PTC meetings if the committee chairs do not attend or give a written report.
      • Encourage committee chairs to attend PTC meetings, or be prepared to give committee reports at monthly PTC meetings.
      • Obtain and review completed year-end reports from committee chairs and make recommendations to the budget committee concerning budget requests for such committees.
      • Work with the Administrative Vice-President to publish volunteer needs for each committee.

ADMINISTRATIVE VICE-PRESIDENT JOB DESCRIPTION

The Administrative Vice-President shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the Administrative Vice-President shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend PTC roundtable and other meetings as called by the School Superintendent
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Oversee all PTC Committees who report directly to the Administrative Vice-President, as set forth below.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.
  • Assist the President in organizing, conducting and obtaining parent volunteers to work school registrations.

COMMITTEE SUPERVISION:
The Administrative Vice-President is directly responsible for overseeing the activities of the following PTC Committees, and such other committees as shall be established and assigned to the Administrative Vice-President from time to time:

  • Business Solicitation
  • PIMA Representative
  • Science Center Representative
  • Historical Committee
  • CPCFRO Representative
  • School Registration
  • PTC Office Assistants
  • Parent Community Network Liaison
  • School Supplies (SchoolKidz)

Coordinate and attend organizational committee meetings at the beginning of every school year, with the President to review the committee’s budget and planning for the year.

Oversight responsibilities include:
Regular communication with Committee chairs to keep informed of Committee activities. Communication should be frequent enough to keep the Executive Board up to date on committee activities and expenditures and also to be prepared to give reports of committee activities at PTC meetings if the committee chairs do not attend or give a written report. Encourage committee chairs to attend PTC meetings, or be prepared to give committee reports at monthly PTC meetings; obtain completed year-end reports from Committee Chairs; work with the Administrative Vice-President to publish volunteer needs for each committee.

SPECIFIC RESPONSIBLITIES:

  • Coordinate the preparation and distribution of the School Directory by late September-early October. This is done with the assistance of the First VP. This includes working with the Cossitt Art teacher to select student artwork for the cover; obtaining parent information from the school secretary, submitting the completed directory to the printer for copying and binding, and distributing the Directory to families and staff.
  • Compile copy and distribute volunteer sign-up sheets from Registration and other volunteer recruitment efforts.
  • Coordinate a system to recruit volunteers for Committee Chairs during the spring, and as further needed, for the next school year.
  • Work with the President and Principal to update “Welcome To Cossitt School” or other such parent guides as requested by the Principal
  • Serve as the organizer/chairperson of the Business Donation committee in accordance with the Business Solicitation Policy of the PTC.

IN-SERVICE VICE-PRESIDENT JOB DESCRIPTION

The In-Service Vice-President shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the In-Service Vice-President shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Oversee all PTC Committees who report directly to the In-Service vice-president, as set forth below…
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

COMMITTEE SUPERVISION:
The In-Service Vice-President is directly responsible for overseeing the activities of the following PTC Committees, and such other committees as shall be established and assigned to the In-service Vice-President from time to time:

  • Art Appreciation
  • Extracurricular Activities
  • Parent Helpers
  • Junior Great Books
  • Birthday Books
  • Celebrating Cultural Connection
  • Room Parent Coordinator
  • Yearbook
  • Coordinate and attend organizational committee meetings at the beginning of every school year, with the President to review the committee’s budget and planning for the year.
    • Oversight responsibilities include:
      • Regular communication with committee chairs to keep informed of committee activities.
      • Keep the Executive Board up to date on committee activities and expenditures and also to be prepared to give reports of committee activities at PTC meetings if the committee chairs do not attend or give a written report.
      • Encourage committee chairs to attend PTC meetings, or be prepared to give committee reports at monthly PTC meetings.
      • Obtain and review completed year-end reports from committee chairs and make recommendations to the budget committee concerning budget requests for such committees.

SPECIFIC RESPONSIBLITIES:

  • Arrange all school assemblies, author’s day and speakers which are paid for by the PTC, in consultation with and with the approval of the Principal.
  • Review all flyers, publicity, and other communications submitted by committee chairs for dissemination, and forward submissions to principal for approval.
  • Work with Room Parent Coordinator to prepare the Cossitt calling tree.
  • Create the top of the calling tree which includes the principal, the PTC Executive Board members and Room Parent Liaisons.
  • Oversee all extracurricular parent helpers and representatives including:
    • Science Center Representative
    • PIMA Representative
    • Art Room Helper
    • Battle of the Books Helper
    • Math Club Helper
    • Chorus Helper
    • Speech and Drama Helper

SOCIAL VICE-PRESIDENT JOB DESCRIPTION

The Social Vice-President shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the Social Vice-President shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend PTC roundtable and other meetings as called by the School Superintendent
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Oversee all PTC Committees who report directly to the Social vice-president, as set forth below…
  • Assist the PTC President as needed or requested to conduct the business of the PTC.
  • Assist the President in organizing, conducting and obtaining parent volunteers to work school registrations.

COMMITTEE SUPERVISION:
The Social Vice-President is directly responsible for overseeing the activities of the following PTC Committees, and such other committees as shall be established and assigned to the Social Vice-President from time to time:

  • Family Activities
  • Fun Fair
  • Babysitting
  • Hospitality
  • Variety Show
  • Parent-Teacher Social Committee
  • End-of-the-Year Party Liaison

Coordinate and attend organizational committee meetings at the beginning of every school year, with the President to review the committee’s budget and planning for the year. Oversight responsibilities include: Regular communication with Committee chairs to keep informed of Committee activities. Communication should be frequent enough to keep the Executive Board up to date on committee activities and expenditures and also to be prepared to give reports of committee activities at PTC meetings if the committee chairs do not attend or give a written report Encourage committee chairs to attend PTC meetings, or be prepared to give committee reports at monthly PTC meetings; obtain and review completed year-end reports from Committee Chairs and make recommendations to the budget committee concerning budget requests for such committees; work with the Administrative Vice-President to publish volunteer needs for each committee

SPECIFIC RESPONSIBILITIES:

  • Organize any PTC-sponsored coffees or social gathering during the year. This may include new parent or kindergarten parent coffees, roundtable meetings, meet the principal coffee.
  • Be available to help with any other social functions throughout the school year.
  • Organize refreshments for PTC meetings and other PTC events as needed.
  • Serve as liaison, or oversee another liaison, to coordinate the PTC’s involvement with the End-of-the Year Party.
  • Serve as the committee organizer for Parent-Teacher Social Events; meet with the committee and present ideas for Parent-Teacher Social Events to the PTC Executive Board and PTC membership.

FUNDRAISING VICE-PRESIDENT JOB DESCRIPTION

The Fundraising Vice-President shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the In-Service Vice-President shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Oversee all PTC Committees who report directly to the fundraising vice-president, as set forth below…
  • Assist the PTC President as needed or requested to conduct the business of the PTC.

COMMITTEE SUPERVISION:
The Fundraising Vice-President is directly responsible for overseeing the fund-raising activities of the following PTC Committees, and such other committees as shall be established and assigned to the Fundraising Vice-President from time to time:

  • Book Fair
  • Clothing Sale
  • Bulb Sale
  • Gift Wrap Sale
  • Redemption
  • Original Works
  • Scrip Advantage
  • Rebate Coordinator
  • Restaurant Fundraisers
  • Spiritwear Sale
  • Coordinate and attend organizational committee meetings at the beginning of every school year, with the President to review the committee’s budget and planning for the year.
    • Oversight responsibilities include:
      • Regular communication with committee chairs to keep informed of
        committee activities.
      • Keep the Executive Board up to date on committee activities and
        expenditures and also to be prepared to give reports of committee
        activities at PTC meetings if the committee chairs do not attend or give a
        written report.
      • Encourage committee chairs to attend PTC meetings, or be prepared to
        give committee reports at monthly PTC meetings.
      • Obtain and review completed year-end reports from committee chairs
        and make recommendations to the budget committee concerning budget
        requests for such committees.
      • Work with the Administrative Vice-President to publish volunteer needs
        for each committee.

SPECIFIC RESPONSIBILITIES

  • Oversee all fundraising activities that do not have a separate committee such as Shop and Share Programs, and other special fund-raising activities approved by the PTC.
  • Promote the fundraising activities of the PTC to the parents.
  • Keep abreast of all fundraising activities and report regularly to the Executive Board and PTC membership on the income from fundraising activities.
  • Explore new fundraising opportunities and present opportunities to the Executive Board for consideration.

SECRETARY JOB DESCRIPTION

The Secretary shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the Secretary shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend PTC roundtable and other meetings as called by the School Superintendent
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.
  • Assist the President in organizing, conducting and obtaining parent volunteers to work school registrations.

SPECIFIC RESPONSIBILITIES:

  • The Secretary is responsible for keeping the minutes of all regular and special PTC meetings and for presenting the minutes for reading at the subsequent PTC meeting.
  • Design flyers to be copied and distributed for the PTC Membership Meetings. (Make sure the flyer is ready for electronic distribution in plenty of time)
  • Keep notes at all Executive Board meetings.
  • Publish a note in the Paw Prints, making the minutes available upon request. Submit the membership meeting minutes to the website coordinator to make the minutes available on-line and post minutes on the PTC Information board.
  • Provide gifts of appreciation, condolence, etc. as required by the President and /or Executive Board in accordance with PTC by-laws and policies related to giftgiving.
  • Organize the gifts/luncheon for Teacher/Staff Appreciation.
  • Organize Holiday gifts for office staff and crossing guards.
  • Make all other correspondence as deemed necessary by the Board.

TREASURER JOB DESCRIPTION

The Treasurer shall perform all duties as required of her/him in the PTC by-laws and policies and as set forth in this job description, as amended from time to time.

As a member of the PTC Executive Board, the Treasurer shall:

  • Attend all PTC executive board meetings and general PTC meetings
  • Attend PTC roundtable and other meetings as called by the School Superintendent
  • Attend Board of Education meetings, on a rotating basis, with the other members of the Executive Board and report to the Executive Board and the PTC membership on School Board matters.
  • Assist the PTC President as needed or requested to conduct the business of the PTC.
  • Assist the President in organizing, conducting and obtaining parent volunteers to work school registrations.

SPECIFIC RESPONSIBLITIES:

  • The Treasurer is the chief financial officer of the PTC and is responsible for overseeing all financial matters and records of the PTC.
  • Serve on the committee responsible for setting the PTC budget with the PTC President and Principal and presenting the budget to the Executive Board and the PTC for approval.
  • Work with the President to prepare the budget in the form required for the District 102 Roundtable.
  • Maintain all bank records of all funds and accounts of the PTC, and reconcile the same.
  • Make all necessary deposits of funds on behalf of the PTC.
  • Write necessary checks to pay for expenditures of the PTC, including reimbursements to parents, when there are receipts verifying expenses.
  • With the help of the President and First Vice-President, issues checks to the sellers of the Clothing Sale.
  • Provide tax-exempt letters to those requiring it, and complete any necessary forms to maintain tax-exempt status.
  • Work with the members of the Clothing Sale Committee and other committees as is necessary to assure proper accounting and financial procedures are used when funds are received on behalf of the PTC.
  • Work with the President or First Vice-President to develop and update any necessary financial and accounting policies for the PTC and its committees.
  • Prepare the financial records for audit by an audit committee prior to the close of the fiscal year.
  • Make recommendations on upgrading or changing any computer software related to maintaining the finances of the PTC.
  • At least twice during the school year, submit an article to Paw Prints updating the members on the PTC’s financial status.
  • Prepare a monthly report for the PTC meetings on the income and expenses of the PTC and the expenditures of items in the approved budget.
  • Prepare a year-end report of finances as required by the PTC by-laws.
  • Track income and expenses of each committee to assure that they are operating within budget.

Amended and Revised April, 2009