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DUTIES OF EXECUTIVE COMMITTEE OFFICERS - 2021-22

COMMON RESPONSIBILITIES:

Officers of the PTSA are collectively known as the Executive Committee. Each member has individual areas of responsibility, but they share the following common duties:

  • Elect the OG PTSA Executive Board
  • Attend monthly Executive Board meetings and three General Membership meetings
  • Attend the Florida PTA Leadership Conference if funding is available
  • Serve as a ‘sounding board’ for new ideas from Orange Grove parents and staff
  • Thoughtfully weigh and assist in making all major decisions relating to OG PTSA policy and programs

INDIVIDUAL OFFICER RESPONSIBILITIES:

PRESIDENT:

  • Presides at all meetings of the association
  • Determines meeting agendas with cooperation of the Secretary
  • Communicates between the PTSA and the administration, staff, student body, parents and community
  • Serves as a resource and support, along with the entire Executive Board, to all PTSA committees
  • Only person authorized to sign contracts and/or make legal/financial commitments on behalf of the PTSA
  • Maintains relationship with Hillsborough County Council of PTAs, Florida PTA, and National PTA to stay informed on issues and organization      requirements
  • Serves as an ex officio member, as requested, of all committees except the Nominating Committee
  • Maintains a “Procedure Book” to be passed on to his/her successor
  • Skills needed: good organizational and leadership abilities

VICE PRESIDENT - Membership & Programs:

  • Presides over PTSA meetings if the President is unable to do so
  • Organizes the programs for the general meetings in collaboration with school administration
  • Supports Committee Chairs where needed throughout the year
  • Ensures that the appropriate Grants & Scholarship and Awards & Recognition programs, including 5 Star, are in place
  • Maintains a “Procedure Book” to be passed on to his/her successor.
  • Skills needed: good organizational and leadership abilities

TREASURER:

  • Maintains custody of all funds and financial records of the Association
  • Maintains a full, accurate and timely account of all PTSA receipts and expenditures
  • Makes disbursements only in accordance with the approved budget, as authorized by the general membership
  • Presents up-to-date financial statements at every meeting of the Association
  • Conducts an audit of the prior fiscal year’s accounting records before launching the new term
  • Prepares all tax records of the organization during their term
  • Maintains a “Procedure Book” to be passed on to his/her successor
  • Skills needed: strong technical abilities in the areas of financial knowledge and computerized programs, sense of urgency

RECORDING SECRETARY:

  • Records the minutes of all meetings of the Association (Executive Committee, Executive Board and General Membership)
  • Disperses said minutes in a timely manner to the Executive Board for review and approval
  • Maintains all essential (non-financial) records of the Association
  • Keeps attendance records of Board and General Membership meetings. Prepares a sign-in sheet for use at all meetings.
  • Assists in production of PTSA packet, which goes home the first week of school
  • Maintains a “Procedure Book” to be passed on to his/her successor
  • Skills needed: good listening skills, proficiency in and access to word processing

VP COMMUNICATIONS / WEB CHAIR:

  • Prepares all communication directed by the Executive Board and Association
  • Spearheads school external public relations with the media
  • Oversees online communications including webpage, calendar, emails, and social media
  • Responsible for contacting all officers, committee Chairpersons and general membership when meetings are planned
  • Can assist or substitute in taking the meeting minutes for the Recording Secretary in his/her absence
  • Communicates with all committees to obtain end-of-year reports and compiles/produces annual report
  • With the help of the Recording Secretary, produces PTSA first day packet, which goes home the first week of school
  • Maintain a “Procedure Book” to be passed on to his/her successor
  • Skills needed: good writing ability, proficiency in word processing and email, sense of urgency

COMMITTEE & CHAIR RESPONSIBILITIES:

MEMBERSHIP CHAIR:

  • Coordinates the annual membership campaign
  • Collects dues and budget contributions and submits to Treasurer for deposit
  • Prepares and distributes PTA membership cards as per membership dues received
  • Records and sends the proper data to the County and State offices by the deadline dates, as needed
  • Applies for applicable membership awards
  • Maintain a “Procedure Book” to be passed on to his/her successor
  • Skills needed: good organizational and database skills

BUSINESS SPONSORSHIP & DEVELOPMENT CHAIR (Ways & Means):

  • Oversees the fundraising efforts needed to meet the PTSA budget
  • Reviews previous years’ fundraising successes and failures, reviews present companies that PTSA is dealing with and presents proposed fundraising projects to the board
  • Serves as the first line of reporting for all areas of Fundraising and Business Partnerships
  • Maintain a “Procedure Book” to be passed on to his/her successor
  • Skills needed: good organizational skills, strong fundraising skills

REFLECTIONS CHAIR:

  • Recruit students to be involved / apply for National PTA’s Reflections program
  • Oversee implementation and planning of Reflections program within OGMM
  • Communicate with local and national (if needed) PTA Reflections leaders online and in-person about opportunities and program
  • Collect and organize artwork for judging, assist with any online submissions
  • Celebrate and recognize program participants
  • Maintain a “Procedure Book” to be passed on to his/her successor

TEACHER APPRECIATION / HOSPITALITY CHAIR(S):

  • Recruit committee & communicate with administration for ideas on how to best support our faculty
  • Oversee teacher appreciation week activities May 4th - 8th, 2020
  • Assist teachers with Teacher Grant Program as needed
  • Monthly “Birthday Recognition” and teacher reach out program
  • Maintain budget for Teacher Appreciation events
  • Solicit donors as needed for faculty recognition programs

8th GRADE BANQUET COMMITTEE CHAIR(S):

  • Recruit additional volunteers as needed for program / event support (sign up genius, etc)
  • Obtain approval from Principal for event date
  • Communicate event details to 8th graders and 8th grade families
  • Organize food, decor, volunteers, programming for the 8th grade banquet
  • Responsible for maintaining budget for event
  • Maintain a “Procedure Book” to be passed on to his/her successor

SCHOOL DANCE / FALL FUNDRAISER COMMITTEE CHAIR(S):

  • Recruit additional volunteers for dances or fall fundraiser as needed
  • Determine event dates and obtain approval from Principal for event dates
  • Communicate event details to parent and student population
  • Distribute permission slips to students
  • Responsible for income and expense budget for event

GRANTS COMMITTEE CHAIR:

  • Establish a Teacher Grants Committee of at least 3 persons
  • Communicate Teacher Grants Program to OG Administration and Staff
  • Review Grant applications with committee for approvals (after approved by Principal)
  • Research available grants, PTA and otherwise
  • Gather information needed for grant requests
  • Write and submit grants
  • Partner with President & membership chair on PTA awards & recognition opportunities

STUDENT INVOLVEMENT/ STUDENT REPRESENTATIVE CHAIR (OG Student):

  • Liaison with student PTSA representatives on new initiatives and ideas through consistent communication
  • Mentor student membership on parliamentary procedure and meeting etiquette
  • Assist in implementation of student-driven initiatives
  • Maintain student PTSA membership and volunteer roster
  • Maintains a “Procedure Book” to be passed on to his/her successor

LION BASH COMMITTEE CHAIR(S):

  • Recruit additional volunteers for Lion Bash planning
  • Coordinate on-campus details / plans with school administration
  • Communicate event details to student, OG staff, and parent population
  • Responsible for income and expense budget for event
  • Plan Lion Bash stations and ensure volunteer help leading up to and the day of the event
  • Ensure clean up efforts
  • Maintain a “Procedure Book” to be passed on to his/her successor

NIGHT OF STARS COMMITTEE CHAIR(S):

  • Recruit additional volunteers for Night of Stars planning
  • Coordinate on-campus details / plans with school administration
  • Communicate event details to student, OG staff, and parent population
  • Responsible for donations and income budget for silent auction
  • Lead team in soliciting donations for successful auction items
  • Plan Auction and ensure volunteer help leading up to and the day of the event
  • Ensure clean-up efforts
  • Maintain a “Procedure Book” to be passed on to his/her successor

SPIRIT STORE / OG MERCHANDISE CHAIR(S)

  • :Maintain OG branded items to sell at events, online and through order forms
  • Ensure all merchandise is approved by school administration
  • Responsible for income and expense budget
  • Coordinate convenient point-of-sale options for in person, order-form, and online merchandise sales
  • Solicit new product ideas and designs
  • Order items when necessary
  • Maintain a “Procedure Book” to be passed on to his/her successor

SPECIAL PROJECT COMMITTEE & CHAIR RESPONSIBILITIES:

THEATER ENHANCEMENTS COMMITTEE CHAIR:

  • Work with administration, staff and boosters on theater needs, technical and otherwise
  • Assist in coordinating theater expert for additional input
  • Assist in Request for Proposal and proposed costs of enhancements
  • Communicate needs to administration, parent population and business partners
  • Create fundraising drives and advertise efforts
  • Responsible for maintaining budget
  • Oversee fundraising efforts and all monies raised specifically for theater enhancements
  • Partner with school booters for additional funding
  • Coordinate implementation with vendors for build out / enhancements