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    Job Descriptions for Elected Executive Board Positions and Committee Chairperson Positions (2014-2015)

    Position Title

    Job Description

    PRESIDENT

    ·         Shall direct and coordinate the activities of the organization.

    ·         Shall preside at all meetings of the membership and the Board of Directors.

    ·         Shall vote only in case of tie.

    ·         Shall serve as liaison between this organization, Blue Valley West High School, Blue Valley School District and other parent organizations.

    ·         Shall be responsible for programs presented to the membership.

    VP – OPERATIONS

    Below are the Committee Chair Positions and Descriptions that report to the VP of Operations:

    ·         Shall exercise all the power and authority to perform all the duties of the President in his/her absence or disability.

    ·         Shall oversee duties of committee chairpersons as listed and collect monthly committee reports from chairpersons (if the committee chairman is unable to report themselves) and an annual committee report in May.

    ·         Shall attend meetings of the membership as dictated by the laws of this organization.

    Blue Valley Educational Foundation Liaison

    ·         Attend BVEF meetings (2-3/year) and Foundation Community Breakfast (Aug or Sept).

    ·         Invite Staff ambassador and nominator, Student ambassador and parents, student nominator, staff BVEF liaison and principal to the breakfast.

    ·         Publicize BVEF event details to the community through weekly school message.

    ·         Report BVEF activities to the PTO membership.

    School-Based Leadership Liaison

    ·         Attend monthly scheduled SBL meetings and report back to PTO membership.

    Web Site Liaison

    ·         Work with the BVW webmaster and the PTO to keep our web site current and useful to our membership.  This person has access to make changes and updates to the site and to train approved PTO Executive Board members to do the same.

    Legislative Representative

    ·         Attend Legislative Coalition meetings (2-3/year) and report information to PTO membership.

    ·         Disseminate information to school community should a Call to Action be issued.

    Membership

    ·         Promote and encourage membership in PTO for both the family and staff audiences via two separate campaigns and maintain accurate records for each group.

    ·         Attend New Jag Night (Aug), provide forms for Back to School Night (Aug or Sept) and attend West Round Up (Jan or Feb).

    ·         Coordinate with the school bookkeeper to distribute the Student Directory to members.

    ·         Update membership form for the school registration packet.

    Nominating

    ·         Coordinate the selection of nominees for the BVW PTO Executive Board and Board of Directors.

    ·         Present the Executive Board nominees to the membership at the April meeting.

    Volunteers - SignUpGenius

    ·         Compile volunteer lists from registration returns and update SignUpGenius lists accordingly.

    ·         Contact volunteers as needed for events not covered by a committee including, but not limited to, passing out schedules at the beginning of each semester, assisting with picture days and hearing and vision screening and monitoring hallways during testing.

    ·         Update volunteer form annually for the school registration packet.

    Directory

    ·         Organize, layout, and prepare pre-press electronic files for student directory publication with information obtained from the BVW registrar and Sponsorship Chair. (Note: layout and file prep can be contracted.)

    ·         Arrange for publication with BV Print Services.

    ·         Notify Membership Chair when ready for distribution.

    Sponsorships

    ·         Solicit advertising and electronic, pre-press art from area businesses for the Student Directory.

    ·         Mail a copy of the published directory to each advertiser along with a BVW Sponsor sticker and thank you.

    Grants

    ·         Review and update grant application and accompanying documents at the start of each school year.

    ·         Coordinate distribution of such documents and notification of application deadlines at least 3-4 weeks prior to each grant period deadline (Fall, Winter and Spring).

    ·         Collect grant applications and prepare summary document prior to each grant review meeting.

    ·         Attend and document proceedings at each grant review meeting.

    ·         Notify applicants of decision after grant presentation and vote at the General PTO Meeting.

    ·         Maintain history of both submitted and approved grants for each of the three grant periods.

    Scholarships

    ·         Publicize the BVW PTO Scholarship program and coordinate distribution and collection of applications with the BVW Counseling Department.

    ·         Coordinate selection and meeting of community judging panel.

    ·         Send selection results to scholarship applicants and supply name of recipients to Counseling Department and PTO President (to announce at Senior Awards Night).

    VP – ACTIVITIES

    Below are the Committee Chair Positions and Descriptions that report to the VP of Activities:

    ·         Shall exercise all the power and authority to perform all the duties of the President in his/her absence or disability.

    ·         Shall oversee duties of committee chairpersons as listed and collect monthly committee reports from chairpersons (if the committee chairman is unable to report themselves) and an annual committee report in May.

    ·         Shall attend meetings of the membership as dictated by the laws of this organization.

    After Prom

    ·         Organize and implement a fun and safe environment for a party after Prom.

    Family/Student Wellness

    ·         Assist the BVW staff and Student Council with activities related to wellness and alcohol and drug prevention.

    ·         Serve as a liaison between district staff and BVW community.

    Hospitality

    ·         Coordinate food, decorations and volunteers for assigned events.

    Academics

    Incoming Freshman Night (West Round Up) Dinner

    Athletics

    Homecoming Carnival

    Dances

    Homecoming, Pizza and Sweetheart

    Senior Coordinators

    ·         Coordinate with Activities Director all senior events to include, but not limited to, donuts and juice for seniors’ first day of school, mid-term graduates’ breakfast, Honors and Awards Program, Senior Picnic, and Class Day rehearsal.

    ·         Decorate lockers monthly.

    ·         Assist with distribution of caps/gowns and time capsules.

    ·         Make scrolls for junior parents to hand out at Class Day.

    Staff Appreciation

    ·         Plan events throughout the school year for the staff including, but not limited to, Welcome Back breakfast, dinner for fall and spring school conferences, dinner for the BV Academy and CAPS staff during spring conferences, American Education week recognition, holiday cookie trays, Secretary’s Day recognition, Teacher Appreciation week, and End-of-Year luncheon. 

     Welcoming

    ·         Welcome new student families to the BVW community and PTO by sending a Welcome postcard and assist Counseling secretary in preparing token gift for students new to the district. 

    VP - WAYS & MEANS

    Below are the Committee Chair Positions and Descriptions that report to the VP of Ways & Means:

    ·         Shall exercise all the power and authority to perform all the duties of the President in his/her absence or disability.

    ·         Shall oversee duties of committee chairpersons as listed and collect monthly committee reports from chairpersons (if the committee chairman is unable to report themselves) and an annual committee report in May.

    ·         Shall attend meetings of the membership as dictated by the laws of this organization.

    Concessions Manager

    ·         Coordinate activities of all subcommittees to provide concessions for all home varsity sporting events and activities as needed.

    ·         Support concessions process by ensuring proper training and guide materials are in place.

    ·         Act as PTO liaison for concessions with school personnel.

    ·         Ensure concessions receipts and expenditures are properly handled.

    Football Manager

    Home Side

    Visitor Side

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Football Set-Up

    ·         Before each home football game, travel to DAC to prepare both home and visitor stands for that evening’s game.  Tasks include preparing equipment, prepping certain food items, stocking coolers, if necessary, and reporting any shortages or concerns to Concessions Manager.

    Boys Soccer Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Girls Volleyball Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Boys Basketball Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Girls Basketball Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Basketball Set-Up

    ·         Before each home basketball game, prepare concession stand for that evening’s game.  Tasks include preparing equipment, prepping certain food items, stocking coolers, if necessary, and reporting any shortages or concerns to Concessions Manager.

    Girls Soccer Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Baseball Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Softball Manager

    ·         Manage all concessions opportunities during their team’s home events.  Includes, but is not limited to, working with volunteers, inventory and finance sub-chairs to ensure adequate personnel and supplies, training the volunteers and ensuring the stands are opened and closed according to established protocol.

    Volunteer Coordinator

    ·         Schedule volunteers to work the concession stands as defined by the stand manager.

    Fall

    Varsity football games and volleyball matches

    Winter

    Boys’ and girls’ JV and varsity basketball games

    Spring

    Varsity baseball and softball games and girls’ varsity soccer games

    Inventory/Buyer

    ·         Purchase concessions supplies at Sam’s Club and deliver to BVW concession stands.

    Pepsi/Cheese Buyer

    ·         Purchase Pepsi products and nacho cheese and coordinate delivery to BVW concession stands.

    Equipment Manager

    ·         Before each sports season, ensure equipment in concession stands is in proper working order.

    ·         Purchase new equipment or coordinate repair if necessary.

     

     

    Fundraising

     

    Spirit Wear

    ·         Coordinate the purchase and sale of spirit wear and merchandise. 

    ·         Maintain inventory and accounting of sold merchandise. 

    Yard Signs

    ·         Coordinate all aspects of ordering yard signs including, but not limited to, providing order form for inclusion in school registration packet and school web page, disseminating order forms to school community, collecting orders and payments and submitting orders to vendor and payments to the Treasurer. 

    ·         Attend New Jag Night (Aug), provide forms for Back to School Night (Aug or Sept) and West Round Up (Jan or Feb). This is a year-round activity.

    Major Event

    ·         At direction of the PTO Executive Board, plan and manage execution of a fundraiser dedicated to raising funds for the PTO grant process.

    SECRETARY

    ·         Shall attend and record the minutes of meetings of the membership and provide copies of said minutes to the Executive Board.  Minutes of the meetings shall be posted online and kept on file and made available upon request to the membership or the Blue Valley West High School administration.

    ·         Shall be responsible for written correspondence.

    ·         Shall communicate with Treasurer when memorial donations are to be made.

    TREASURER

    ·         Shall be responsible for receiving and depositing monies due to the organization in an authorized bank account and making disbursements from those funds for authorized expenses of the organization as approved by the Board of Directors.

    ·         Shall file all Federal and State Reports as required.

    ·         Shall present written statements at all Board of Directors meetings.

    ·         Shall furnish a written report to the membership at the annual meeting.

    ·         Shall submit the books to a CPA or professional accountant not affiliated with the organization or individual Board members that has been selected by the Executive Board to perform an outside audit in the month following the end of the fiscal year.

    ·         Shall, along with the Executive Board, prepare a preliminary budget for the upcoming year to be reviewed at the summer Executive Board meeting.

    ·         Shall attend meetings of the membership as dictated by the laws of this organization.

     

     

    NOTE:  All Executive Board Members and Chairpersons shall maintain a notebook outlining duties, expenses, detailed reports, etc.  An annual written report shall be included in the notebook and provided to the President and their reporting Vice President at the May meeting.  These notebooks shall be passed on to the successor at a notebook exchange organized by the President.