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PTSA BOARD

President - Melissa Romans
Vice President, Student Programs - Connie Bossert (open 2020-2021)
Vice President, Community Relations - Michelle Bertoncino (open 2020-2021)
Vice President, Fundraising - Liz Avelar (open 2020-2021)
Treasurer -  Mary Vallieu (open 2020-2021)
Secretary -  Gretchen Jenkins (open 2020-2021)

DUTIES OF BOARD MEMBERS

  • Attend monthly meetings (currently 2nd Monday evenings). Read, review, and edit meeting minutes.
  • Serve as a representative and advocate for students and families.
  • Attend event/program planning meetings (some may occur during the school day).
  • Attend school and PTSA events and programs as needed for your position.
  • Oversee committee chairs associated with your position.
  • Assume responsibilities of your committee chairs if no volunteer is in place.
  • Conduct planning meetings and solicit volunteers associated with your position.
  • Engage in timely and open communication with the board to discuss pertinent issues.
  • Be fair, honest, and diplomatic in interactions with members of the school community.

 President 

  • Schedule board meetings as needed. 
  • Chair board meetings.
  • Serve as arbiter during team discussions.
  • Call for meeting votes as needed.
  • Serve as primary contact to school administration
  • Monthly Meeting with the Principal
  • Ensure the PTSA is in good standing with Wake County PTSA.
  • Oversee Hospitality Chair and Volunteer Coordinator
  • Oversee and delegate responsibilities of the board members.
  • Represent the PTSA and speak at various functions specifically the Summer Camps and the 6th Grade Open House.

2020-2021

Secretary

Treasurer 
  • ​Post a meeting agenda one week prior to each meeting.
  • Advertise board meetings via website, Facebook, newsletter, and/or principal messages.
  • Take meeting minutes during the meeting.
  • Create action items and review them at the following meeting.
  • Post meeting minutes after meetings.
  • Update and maintain membership information in MemberHub.
  • Teacher Grants - Edit Document/Form for the appropriate time frame (quarterly). Get out to the Teachers. Present applicants during appropriate Board meeting for review and voting. Contact all and inform approved/declined and how to claim if approved.
  • Establish and maintain a budget based on discussions and votes from PTSA members.
  • Establish and utilize a process for flow of incoming and outgoing funds, in accordance with bylaws.
  • Maintain forms, policies, and procedures for spending funds and receiving reimbursements.
  • Conduct timely and accurate bookkeeping.
  • Ensure that the board members are good stewards of PTSA funds.
  • Report on the status of the books and budget at each meeting.
  • Review contracts.

VP Community Relations

  • Envision, organize, and implement school community events, such as Parent Socials, Winter-Palooza, and Charger Games.
  • Recruit and manage committees and volunteers to implement events, sell spirit wear, and maintain effective communication across the school community.
  • Work with Treasurer and Board to meet financial needs of events.
  • Work with VP Fundraising to coordinate fundraising activities in conjunction with events.
  • Oversee events committee chairs (Winter-Palooza, Charger Games).
  • Oversee Spirit Wear committee chair and volunteers: design, order, sell, deliver.
  • Oversee Communications committee chair - Social Media, Website, Newsletter.

VP Student Programs

  • Envision, organize, and implement enriching student programs.
  • Recruit and manage committees and volunteers to implement programs.
  • Oversee Reflections Arts Program and committee chair.
  • Oversee Cultural Arts Program and committee chair.
  • Oversee Variety Show Program and committee chair.
  • Work with Treasurer and board to meet financial needs of student programs.
  • Work with VP Fundraising to coordinate fundraising activities in conjunction with student programs (if applicable).
  • Support club teachers to provide additional enrichment opportunities.

VP Fundraising

  • Envision, organize, and implement fundraising events.
  • Work with VP Community Relations and VP Student Programs to implement the fundraising portions of events and programs (e.g. sponsorship).
  • Recruit and manage committees and volunteers to implement fundraisers.
  • Participate in fundraising activities as needed: solicit donations, request sponsorships, purchase goods to sell.
  • Oversee the Phantom Fundraiser Committee Chair.
  • Oversee Spirit Nights/Yum Raisers/Parent Nights.
  • Oversee Community Alliance Committee Chair.
  • Serve as point of Contact for Book Fair.

Duties of PTSA Committee Chairs

  • Attend monthly meetings that have agenda items related to the committee.
  • Engage in regular communication with the board member who oversees the committee.
  • Work with and delegate volunteers to ensure that committee responsibilities are met.
  • Be organized and have a plan for implementing volunteer duties.

Reflections Arts Program

Chair: Open
  • Report to VP Student Programs
  • Advertise the fall Reflections Arts Program.
  • Send out registration form.
  • Collect/check art works, arrange judges, supervise judging
  • Send eligible art work to county.
  • Purchase ribbons, make certificates, organize celebration event for participants.
  • Host Reflections Celebration breakfast
  • Distribute awards and return artwork to participants.

Cultural Arts Program

​Chair: Mayi Alvarez
  • Report to VP Student Programs
  • Attend cultural arts fair in September.
  • Apply for applicable cultural arts grants.
  • Make recommendations for cultural arts presentations, shows, performances at our school.
  • Work with performers and school administrators to schedule performances and get contracts signed.
  • Serve as host and point of contact for performances.
  • Ensure that performers have necessary equipment for their show.

Variety Show

Chair: Connie Bossert
  • Report to VP Student Programs
  • Work with performing arts department and student council to plan the spring Variety Show.
  • Solicit and oversee volunteers to help with ticket sales, concessions, backstage, communications, and advertising.

Book Fair

​Chair: Open
  • Report to VP Fundraising
  • Work with Mrs. Cassidy to set up and run the school Book Fair twice a year (Fall and Spring)
  • Could have split Chairs, 1 for Fall, 1 for Spring

webmaster

Chair: Open
  • ​Report to VP Community Relations
  • Finish setting up the website via weebly, includes redirecting of the domain, email management via google suite
  • Edit and update as requested by board and chairs based on upcoming events

Newsletter: The Horses Mouth

​Chair: Open
  • Report to VP Community Relations
  • Set up a Newsletter via a mailing service - need pricing presented to the board for approval
  • Create and send out newsletters - monthly for now may need to increase as year goes on
  • Set up parameters for submitting information to the newsletter, what type and deadlines

Social Media

​Chair: Open
  • Report to VP Community Relations
  • Create posts for Facebook and Twitter
  • Monitor page and respond appropriately

Winter Palooza

Chair:  Michelle Bertoncino and Jenn Decker
  • Report VP Community Relations
  • Vendor management - edit application, monitor applicants, approval juried
  • Set up, clean up, check-in, booth sitters
  • Arrange tree and wreath sales, spirit wear sales, volunteer sign-ups, booth sitters, vendor runners
  • Fundraising Support – Contact local businesses via phone, email or in person to gain Sponsors for the Event.

Community Alliance

​Chair: Open
  • Report to VP of Fundraising
  • Boxtops - twice a year collection and submission
  • Store/shopping links
  • Monitor and track amounts
  • Monthly report to Board on total earnings ​

Spirit Nights

  • Report to VP Fundraising
  • Schedule at least 1 Spirit Night a quarter, food or activity based
  • Manage a report money earned from Spirit Events

Wake County School Board Rep

Chair: Jennifer Daube
  • Report to President, 3-year term
  • Attend meetings; report back to PTSA

School Improvement Plan

Chair: Whitney Ludlow
  • Report to President
  • Attend monthly SIP meetings; report back to PTSA

Nomination Committee

Chair: Open
  • Reports to Treasurer 
  • Should be Established by November
  • Throughout the year, the nominating committee is tasked with identifying talented, motivated, and responsible individuals to serve as officers of this local PTSA. 
  • Establish a list of Openings for the following year in January
  • Prior to the last general membership meeting each fiscal year (generally April Meeting), the nominating committee needs prepare a slate of nominees for Open Board/Officer positions
  • Notice of Openings and Slate needs to be included in the meeting announcement and voted on in the Final General Meeting of the year (usually April)

Audit Committee

​Chair: Open
  • Reports to Treasurer 
  • We would like 3 to 5 people to serve on the audit committee. 
  • Need to be available (could be in person or via email) to look over and sign off on the monthly bank reconciliation and budgeted and actual financial statements that expenses are within the approved budget. 
  • We could send the documents in a PDF and committee members just need to review, sign and send back each month.

Smart Start Fundraiser

Chair: Open
  • Report to VP Fundraising
  • Edit the Smart Start Fundraiser document for the current school year
  • Work with board to decide on a goal
  • Work closely with the Treasurer to document and track donations
  • Create Push Posts i.e. announcing how close to goal
  • Send out Donation letters with Tax ID numbers for donations from businesses (company matches) or for donations over $500.

Hospitality / Staff Appreciation

​Chair: Open
  • Report to President
  • Schedule various snacks, lunches, appreciation days for the staff throughout the year.
  • Purchase and distribute appreciation items to teachers.

Volunteer Coordinator

​Chair: Open
  • Report to President
  • Set up and send out Volunteer requests for PTSA events
  • Monitor PTSA sign ups to ensure the requests are being filled
  • Share other school created SUGs to our volunteer database. 
  • Post/Send all SUGs/Volunteer needs to the Facebook page and website

Charger Games

​Chair: Open
  • ​​Report to VP Community Relations
  • Dodgeball: Set up all forms, registration, game schedule for the Dodgeball tournament during Charger Games, work closely with the PE Department 
  • Silent Auction and Sponsorship: Solicit local businesses for donations to Silent auction baskets and/or to sponsor the event. Set up and monitor the Silent Auction online site 
  • Time Zone and Fun Zone Games: organize games, which includes supplies and volunteers needed

Spirit Wear

Chair: Michelle Bertoncino
  • Report to VP Community Relations
  • Inventory management, update website, sales at events, pre-orders, order fulfillment

Parent Socials

​Chair: Open
  • Report to VP of Community Relations
  • Schedule monthly gatherings for parents to socialize and get to know each other, food/brewery or activity based. Can earn school money but doesn’t need to
​The Apex Friendship Middle School Parent Teacher Student Association is a local chapter of the National PTA, NC PTA, and Wake PTA. It is a registered 501(c)(3) nonprofit, made up parents, teachers, staff, and administrators (student members will be added in the future) who work together for the success of all children. We promote parent involvement and empower parents to make a difference in the education, health, and safety of all AFMS students
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