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PTSA Position Descriptions

PTSA

The following is an overview of both board and committee positions as well as the estimate time commitment and responsibilities.  Please contact us at chmpta@carlsbadusd.net with any questions. Thank you!

 

President*
CHMS PTSA Executive Board Member Officer
* Required for PTSA to remain active

Time commitment:                       4-8 Hours per week
Busiest times of year:     At the beginning of the year

  • Guide overall objectives and strategies of the PTSaA
  • Act as liaison between parents and principal/staff
  • Create agenda and facilitate monthly PTSA meetings
  • Create agenda and facilitate about 3 PTSA General Association meetings
  • Speak at school events when requested
  • Attend monthly Carlsbad Unified Council (CUC) of PTAs meetings and PSAC (Parent and Superintendent Advisory Council) meeting at the district office (or designate someone else to attend)
  • Approve and co-sign all checks
    Please contact us at chmpta@carlsbadusd.net with any questions.

 

Executive Vice President
CHMS PTSA Executive Board Member Officer

Time commitment:                       4-6 hours per month
Busiest times of year:     On-going (when needed)

  • Attend all PTSA Executive Board Meetings and General Association Meetings
  • Act as PTSA president when the president cannot preside over a meeting or fulfill their position (see president job description)
  • Check Signer
  • Consult with PTSA president about ongoing PTSA business - learn the role and responsibilities of the PTSA president
  • This position can be used to gain understanding of the requirements and duties of the president position, but it is not a president-elect position.  However, the position is beneficial for someone considering running for President in the future.
    Please contact us at chmpta@carlsbadusd.net with any questions.

 

Secretary*
CHMS PTSA Executive Board Member Officer
* Required for PTSA to remain active

Time commitment:               40 hours per year
Busiest times of year:     During and following each meeting

  • Skills needed for this officer position are organization, collaboration, attention to detail.
  • Take notes at all PTSA board and general association meetings and coordinate with President for review as needed
  • Actively manage the PTSA Google drive, calendar, documents to support executive board and committees as needed. (*Training will be provided).
  • E-mail and download to google docs for the PTSA board members to review, do this within one week of the meeting
  • Make copies for approval at the following meeting if needed
  • Co-sign all check request forms
    Please contact us at chmpta@carlsbadusd.net with any questions.

Treasurer*
CHMS PTSA Executive Board Member Officer
* Required for PTSA to remain active

Time commitment:               100 hours per year
Busiest times of year:     Beginning of the year and some summer work getting the budget ready for the Fall.

  • With the president, generate the PTSA budget
  • Prepare the annual tax return
  • Inform committees of budget funds
  • Pay bills and reimbursements as required
  • Oversee ongoing PTSA finances, ensure adherence to approved PTSA budget
  • Prepare and present budget report for each PTSA board and general association meeting
  • Record deposits that come in to CHMS
  • Attend monthly board meetings and 3 general association meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.


Historian
CHMS PTSA Executive Board Member Officer

 

Time commitment:             Minimal
Busiest times of year:     Spread throughout year

  • Keep record of programs and events at CHMS
  • Take photos all year for the archives, website, and to share with the Yearbook Department
  • Track all volunteer hours
  • Provide year-end volunteer hour report to the CUC
  • Attend monthly board meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.

 

Auditor
CHMS PTSA Executive Board Member Officer

 

Time commitment:           Up to 8 hours per year
Busiest times of year:     During two annual audits

  • Twice a year, examines and prepares report on the PTSA financial books
  • Gives report at the following PTSA meeting
  • Attend monthly board meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.


 

Parliamentarian
CHMS PTSA Executive Board Member Officer

 

Time commitment:         40 hours, without amending any bylaws
Busiest times of year:     On-going

  • Must attend all PTSA board and general association meetings
  • Must ensure that all present, act within Bylaws, and within some approximation of parliamentary procedure
  • Chair the Bylaws Committee and review Bylaws and standing rules annually
  • Formal adoption of new bylaws is an every-other-year job
  • Manage/oversee the Nominating Committee Process. Once the Parliamentarian forms the committee, s/he remains available to assist them at their request. However, the Parliamentarian meets with the committee only if she has been elected to the committee.
    Please contact us at chmpta@carlsbadusd.net with any questions.


 

VP – Fundraising
CHMS PTSA Executive Board Member Officer

Time commitment:                       Variable
Busiest times of year:     At the beginning of the year

  • Recommend and monitor fundraising events
  • Recruit and support committee chairs for key fundraising events
  • Find sponsors to advertise in the School Directory and work closely with the Directory Chairperson. This is the PTSA’S biggest fundraiser.
  • Report the status of fundraising events at each board and general association meeting
  • Work with chairperson for e-script, Ralphs and Amazon
  • Attend monthly board meetings and 3 general association meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.

 

 

VP – Membership
CHMS PTSA Executive Board Member Officer

Time commitment:                       40 hours/ year
Busiest times of year:     At the beginning of the year and    tracking throughout the year

  • Create a Membership and Donation Campaign
  • Order and prepare PTSA membership kits
  • Prepare flyers and order forms for annual PTSA membership and donation drive
  • Publicize membership and donation drive during Registration and Back to School Night
  • Recruit committee to help at Registration and Back to School Night
  • Solicit donations from local businesses (optional)
  • Membership goal commitment is 100% family and staff participation
  • Send membership and donor thank you/ acknowledgement letters
  • Keep track of all members, donors and payments throughout the year
  • Attend and report the membership status at each board and general association meeting
  • Plan the distribution of the Membership envelope, to include the school directory, PTA membership card and Thank You letter (and anything else you propose to add in)
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

 

VP – Programs
CHMS PTSA Executive Board Member Officer

Time commitment:                       2-5 hours per week
Busiest times of year:     Varies throughout the year

  • Ensure that all aspects of PTSA’s programs from logistics, to food, to advertising are executed smoothly by overseeing and working with Program Coordinators, Hospitality VP, and Communication VP.
  • Skills needed for this officer position are organization, collaboration, planning, and delegation.  *We will also train you how to maintain documents in PTSA’s Google Drive and submit facility requests through the CUSD & CHMS systems.
  • Work together with a committee, the PTSA President, and with Program Coordinators to plan the year’s complete PTSA program calendar (in conjunction with the school’s calendar).
  • Collaborate closely with school departments to develop programs that may overlap or need collaboration.
  • Monitor and maintain budget for each program.
  • Attend monthly PTSA Executive Board meetings to present program updates, and attend 3 general association meetings during the year
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​


           

VP- Communications
CHMS PTSA Executive Board Member Officer

Time commitment:                       4 hours a week
Busiest times of year:     On-going

  • Update the PTSA SchoolLoop webpage with events and notices
  • Actively manage the CHMS PTSA social media accounts
  • Publicize all school events, CUSD news, and related community activities by creating print media as well as electronic media in coordination with the school office.
  • Utilize Google Forms to create sign-ups as necessary
  • Coordinate with Principal, PTSA president, ASB, other school staff, Carlsbad Educational Foundation (CEF).
  • Review communications of PTSA Board members as needed.
  • Attend monthly board meetings and 3 general association meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Hospitality Chairperson
CHMS PTSA - Standing Chairperson

Time commitment:                       5-8 hours per month

Busiest times of year:     On-going

  • Recruit committee of helpers and focus on making all parents feel welcome at CHMS PTSA events
  • Host PTSA program events during the school year, by planning, purchasing and preparing the food and drinks.
  • Host teacher appreciation events, at beginning and end of school year
  • Recruit donations of food and snacks for the program events and teacher events
  • Maintain and monitor the PTSA annual hospitality budget
  • Prepare facility request forms, through School Dude (district office) and CHMS facilities department (Administrative Assistant) for the use and set-up of the room for PTSA programs and events
  • Attend monthly board meetings and 3 general association meetings
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Reflections Program Coordinator
CHMS PTSA Program Coordinator/ Special Committee Chair

  • Time commitment:
    • Early Fall:  6-8 hours to participate in training, review program guidelines, prepare entry forms for students, promote program.
    • October/November:  4-6 hours preparing student works for submission to district
    • December/January:  4-6 hours to plan student recognition ceremony
       
  • Coordinates this National PTA program encouraging students to create original works of art based on a theme.
  • Responsibilities include promoting the program to students, staff, & parents
  • Identifying judges for entries
  • Providing entry forms and guidelines to students/families
  • Submitting student entries district judging
  • Planning and hosting a student recognition ceremony.
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Red Ribbon Week Coordinator
CHMS PTSA Program Coordinator/ Special Committee Chair

Time commitment:         10 -20 hours a year
Busiest time of year:       Beginning of the year and during Red Ribbon Week (November)

  • Work closely with ASB to organize an informative Red Ribbon Week
  • Order Red Ribbon Week Supplies for the campus and students, like ribbon, etc.
  • Organize a special speaker for a student assembly
  • Ensure that the activities, speaker and supplies purchased are within the PTSA budget
  • Report the status at the board meetings, at each monthly meeting leading up to the events and then one final time after the week is over.
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​



Carlsbad Education Foundation
(CEF) Liaison

Time commitment:                       6 hours per month
Busiest time this year:    Throughout the year

  • Attend all PTSA board meetings and give a report on the current happenings at the Carlsbad Education Foundation
  • Must attend CEF meetings
  • Coordinate CEF related events with the PTSA such as the annual Golf Classic
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Coyote Dad Chair

Time commitment:                       20 hour/year
Busiest time this year:    Throughout the year

  • Actively develop opportunities for fathers to get involved in school such as school beautification projects, fundraising events.
  • Recruit other dads to participate/volunteer
  • Coordinate with Elementary School (CHE) Coyote dads to create school-wide opportunities
  • Attend monthly PTSA board meetings.
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Spirit Wear Chair

Time commitment:                       10 hour/year
Busiest time this year:    Beginning of the year

  • Responsible for purchasing, selling, organizing, and distributing Spirit Wear inventory.  Sales are mainly done during orientation and the first weeks of school.  
    ​​​​​​​Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

 

Honor Roll Breakfast Coordinator

  • Time commitment:                       10 hour/year
  • Busiest time this year:    February/March
  • Plan and coordinate the annual Honor Roll Breakfast event that typically occurs in Feb/March each year including decorations, hospitality (food and beverages), entertainment (e.g., DJ), prizes, etc.
  • Coordinate with office for calendar/timing
  • File facilities request with office
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Dine Out Coordinator

  • Time commitment:                       20 hour/year
  • Busiest time this year:    Throughout the year
  • Actively promote dine-out fundraising opportunities by reaching out to local businesses and coordinating dates/times with school.
  • Coordinate with school office and VP Communications to communicate events via available channels (social media, web, eblasts)
  • Coordinate with Treasurer to ensure all funds raised are tracked and properly deposited
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

 

Campus Beautification Chair

  • Time commitment:                       20 hour/year
  • Busiest time this year:    Throughout the year
  • Actively seek out opportunities for beautification projects at the school
  • Coordinate with staff and faculty as well as district office to ensure all necessary codes and facilities requirements are met as applicable

 

Legislative Representative

  • Time commitment:                       10-20 hour/year
  • Busiest time this year:    Throughout the year
  • Stay informed of relevant local, state, and national education legislation and report to PTSA and school
  • Attend monthly PSAC meetings at the district
  • Attend monthly PTSA board meetings to report learnings as relevant
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Nominating Committee

(3 persons)
(Must have a 3 members and 1 alternate)

Time commitment:                       10 – 15 hours
Busiest time this year:    March - April

  • Recruit volunteers to PTSA board positions and committees
  • Present compiled list of nominations to be presented and approved at the General Association Meeting in April
  • The PTSA must have, at minimum, a President, Secretary and Treasure to remain active.
    Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​

 

Bylaws Committee

(Must have 3-5 persons)

Time commitment:                       5 hours
Busiest time this year:    March - April

  • Working with the PTSA President and the Parliamentarian this committee will examine the bylaws for CHMS School.
  • A bylaws worksheet is provided.  The committee will fill in the blanks as seen appropriate for CHMS.
  • Any change to the bylaws must be approved and adopted by the PTSA Board and the General Association.

Please contact us at chmpta@carlsbadusd.net with any questions.​​​​​​​