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Friends of Thurgood Marshall Elementary (FTME) Board Volunteer Positions

Note: Board members are expected to attend Friends of Thurgood Marshall Board Meetings. 

Each spring, the FTME membership elects the next year’s officers: President, Vice President, Secretary and Treasurer. Positions are created, shared or vacated, depending on the needs of the school community. Some positions may be shared by more than one person.

CHAIR  – (2-5 hours/week, with certain projects taking more time as they arise)

  • Presiding officer and official representative of the association
  • Presides over all meetings and sets meeting agenda
  • Communicates regularly with officers
  • Responds to email inquiries from community (parent and staff)
  • Promotes a positive image of the PTA within the community
  • Manages Opportunity Grants from staff members and ensures that Board members vote
  • Has voting right and is a member of Executive Committee

CO-CHAIR – (1-3 hours/week)

  • Performs the duties of the President in the absence or inability of that officer to serve
  • Assists the President when called upon
  • Implements special projects as determined by the President and the PTA board
  • Has voting right and is a member of Executive Committee

SECRETARY – (1-2 hours/week)

  • Maintains minutes and records all business transactions that occur at all Board and general meetings
  • Prepare minutes for approval at the next meeting
  • Issues all notices of meetings and works with the President to set the agenda
  • Takes attendance at every meeting to ensure that quorum is met
  • At the end of the year (June 30), ensures that all copies of legal document notebooks and permanent record files are in order and ready to transfer to new officers
  • Has voting right and is a member of Executive Committee

CO-TREASURER: Budget & Financial Reporting – (2-4 hours/week)

  • Authorized custodian to manage the funds of the PTA on behalf of the membership and Board of Directors
  • Chairs the Budget Committee and presents the budget to the Board and membership
  • Ensures that all deposits are promptly deposited into bank account
  • Keeps an accurate record of all funds received and funds disbursed
  • Works with external CPA as needed for federal tax forms (990N, 990EZ or 990), state sales tax forms, and collaborates with Co-Presidents for charitable organization reporting.
  • Renews government licenses (30 minutes three times a year)
  • Submits a final annual report prior to end of fiscal year
  • Has voting right and is a member of Executive Committee

CO-TREASURER: Accounts Payable/Accounts Receivable (1-3 hours/week)

  • Collects invoices and issues checks every other week (2 hours)
  • Collects checks written to FTME and deposits in bank (30 minutes once a week)
  • Works with Enrichment vendors on invoicing (2 hours in Sept., Jan., and April)
  • Has voting right and is a member of Executive Committee

ANNUAL FUND CO-CHAIR, Promotions (1-4 hours/week, depending on time of year)

  • With Board support, devise and implement strategies to meet Annual Fund goal (dollars and participation)
  • Communicate progress to Board and general membership with the Annual Fund Co-Chair
  • Has a voting right

COMMUNICATIONS CHAIR – (1-3 hours/week)

  • Editor or Co-Editor of Pup Press (weekly newsletter) (3-6 hrs/week; may be a separate volunteer)
  • Webmaster for PTA website: www.tmlink.org (1-2 hrs/week; may be a separate volunteer)
  • Coordinate weekly with Principal, FTME leadership and others on content of Pup Press
  • Maintain PTA indoor bulletin board and outdoor message center to keep community informed
  • Assist with fliers for all-school events
  • Manage all-school email distribution list
  • Assist Event Chairs with fliers and/or communications regarding their event
  • Consult on other outreach, such as Class Reps emails and Enrichment catalog/fliers
  • Produce First Day packets, with input from Board members
  • Has a voting right

VOLUNTEER COORDINATOR – (4-6 hours/week in Sept., 3-5 hours in other months, unless there are multiple events taking place)

  • Responsible for securing volunteers for key positions and chairs for FTME-sponsored events
  • Communicate volunteer needs in a timely way throughout year
  • Work with committee chairs on specific volunteer needs
  • Maintain volunteer job descriptions to be publicized on tmlink.org or elsewhere
  • Ensure volunteers complete any required SPS background checks

SUPPLIES COORDINATOR – (up to 20 hrs/month during busy period from mid-July through September, then 2-10 hours/month during the school year)

  • Prepare supply order forms for teachers with accurate items and prices in April – May
  • Share online/paper order forms with teachers in May – June
  • Purchase classroom supplies for all students in June – July
  • Organize distribution of all student supplies in August
  • Resolve supply discrepancies (student body/teacher adjustments) in September
  • Advise communications regarding supplies to communications partner
  • Recommend budget for supplies to Board

ENRICHMENT COORDINATOR – (up to 20 hrs/month during busy periods leading up to and during the launch of each enrichment session (fall, winter, spring))

  • Set up full year calendar – Session dates, days off, registration dates.
  • Collect vendor information, proposal forms, and background checks
  • Create a schedule
  • Collect background checks
  • Create and coordinate printing and distribution of Enrichment Catalog
  • Update and manage the Homeroom website for registrations (enter catalog information, set up codes and registration dates)
  • Coordinate with communications team to post catalog info
  • Serve as point of contact for registration (answer questions, enter data from small number of paper registrations, manage wait-lists, assess classes to cancel if insufficient enrollment and notify families and process refunds)
  • Manage and communicate class rosters, and ensure teacher liaison has arranged for room assignments
  • Answer questions from both students and vendors
  • Process late registration and withdraws
  • Keep an eye on anything that might affect enrichment and communicate with vendors/students accordingly (severe weather; schedule changes; etc.)

EVENTS CHAIR – (2 hours/week)

  • Oversees all sponsored events and responsible for being liaison between event chairs and FTME Board
  • Trains specific event chairs on school logistics; i.e., scheduling, accessing our storage closet, replenishing supplies
  • Communicates budget needs of each event and ensure that events are running smoothly
  • Has a voting right

SPECIAL EDUCATION LIAISON – (2-4 hours/month)

  • Liaison between Board and PEACE Academy families
  • Ensures that we are an inclusive community and meeting the needs of all families
  • Has a voting rightl