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PARENT BOOSTER CLUB Board and Officers Role Descriptions
What helps to make such a great community?
Our parent volunteers of course!
Piedmont Hills High School takes great pride in its tremendous parent volunteer support. You can really make a difference! We hope that the following information will help you find a role and answer your basic questions about how to join in Piedmont Hills High School’s volunteer effort through the PARENT BOOSTER CLUB.
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Introduction & Overview of PARENT BOOSTER CLUB Roles Piedmont Hills High School is a wonderful community because of its extensive parental support and the volunteer contributions of people just like you! Role descriptions for PARENT BOOSTER CLUB board and officers are on the following pages. To get you started, here are the answers to a few commonly asked questions:
Elections for the official term: September 2012 to September 2013 Nomination and Election Day: May, 2011
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2. How do PARENT BOOSTER CLUB board and officer positions get filled? Any paid member can run for a board and officer position. Any member interested in holding an office for the coming term shall be nominated and voted upon at the May Election meeting (2nd Tuesday). The current officers will also help in soliciting nominees for each position available. The current officers then seek out nominees for each board and officer position and will present a slate of candidates to the membership at the May PARENT BOOSTER CLUB meeting. Board and officers elections are conducted at the May PARENT BOOSTER CLUB meeting. 3. How do PARENT BOOSTER CLUB committee chair positions get filled? Once a PARENT BOOSTER CLUB board and officer are elected, the PARENT BOOSTER CLUB president for the following school year will begin seeking individuals to fill committee chair roles. If you are interested in a PARENT BOOSTER CLUB committee chair position for the following school year, you should look for announcements in the PARENT BOOSTER CLUB website or talk to the President-Elect in May. 4. What are the basic and shared job responsibilities of board and officers and chairs? - Help to recruit and train your successor - Keep binders up-to-date; maintain good files - Attend PARENT BOOSTER CLUB meetings whenever possible 5. What are the basic job responsibilities of board and officers? All of the above, plus: Attend board meetings scheduled as needed throughout the school year Act as liaison between President and board and those Chairs who fall in to your subject area (e.g. VP needs to serve as liaison between PARENT BOOSTER CLUB Board / President and chairs of all events). 6. What kind of files should I keep? It is a great help if you create and/or audit a binder for your position and to have a short orientation when you hand it over to your successor. An ideal binder contains a summary of the position, a calendar or timeline for your job or event, your budget, vendors used, ideas you tried and liked or didn’t like, fliers you created, feedback you received, and anything else you think would help your successor to get a good start. |
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Board and Officers Role Descriptions Busiest Times of Year: Busiest at the beginning of the year but flattens out quite soon; additional special projects as desired. Preside at all meetings Serve as Chairperson of the Board Supervise and manage the PARENT BOOSTER CLUB website: http://www.phpiratesbooster.com/ Manage overall objectives and strategies of the PARENT BOOSTER CLUB Act as liaison between parents and principal/staff; inform officers and members of all intended functions for the school year Direct the planning of events during the term Recruit all PARENT BOOSTER CLUB Committee Chairs Create agenda and facilitate monthly PARENT BOOSTER CLUB meetings (2nd Tuesday of every month) Create agenda and facilitate about 3-4 PARENT BOOSTER CLUB board meetings Write a periodic PARENT BOOSTER CLUB News bulletin for the PHHS Campus Grid and School Loop Create a mailing for all Piedmont Hills HS parents in August Create school calendar and budget with the Principal and Treasurer Represent and speak at the Freshmen Night, Back to School Night and other events to promote the PARENT BOOSTER CLUB and solicit membership Be responsible for all written social correspondence of the PARENT BOOSTER CLUB. Signs all checks Vice-President Busiest Times of Year: Around all school dances fund raisers. Assist the President Preside at all meetings and events in the absence of the President Assist the President in the recruit and support of all committee chairs for key fund-raising events. Continue to monitor success of fund-raisers and to recommend changes to fund raising objectives and strategies at Piedmont Hills HS. Coordinate committee chairpersons attending meetings as needed and communicate with the President Secretary – Recording and Communicating Assist the President in the administration and management of the PARENT BOOSTER CLUB website: http://www.phpiratesbooster.com/ Publicize all PARENT BOOSTER CLUB events Works closely with the President in updating web information and beautifying the site Works closely with the school administrators in ensuring that all the PARENT BOOSTER CLUB events are posted in the PHHS campus grid, School Loop, and electronic board Work closely with the President in creating the agenda for monthly PARENT BOOSTER CLUB meetings Take minutes at PARENT BOOSTER CLUB meetings. Forward to president for review, and then submit minutes for inclusion on website and on bulletin boards. Make copies of the minutes for the next PARENT BOOSTER CLUB meeting so they can be approved by the membership. Keep all records of the minutes of meetings Read correspondence at meetings Updates Membership list and address book on the website Keep records of programs and events at Piedmont Hills HS. Take photos of all events when possible. Tracks volunteer hours. Assist the President in creating fliers when possible. Treasurer Collect all membership dues and donations from parents and faculty. With the president and the school principal, generate the PARENT BOOSTER CLUB budget. Prepare the annual tax return. Inform committees of budgeted funds. Prepare checks to pay bills and reimbursements as required. The President or the Vice-President sign checks. Oversee ongoing PARENT BOOSTER CLUB finances, ensure adherence to approved PARENT BOOSTER CLUB budget. Prepare and present budget report for each PARENT BOOSTER CLUB meeting. Record deposits that come in to the PARENT BOOSTER CLUB. Send donor acknowledgement letters as necessary. |
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Frequently Asked Questions about Volunteering
1. How much money may I spend (Budget)? Almost all PARENT BOOSTER CLUB Board Members or Chairs have a budgeted amount of PARENT BOOSTER CLUB funds. The treasurer gives the Committee chairs their budget at the beginning of the school year. If you plan to spend more than your budgeted amount, you need to get prior clearance from the Treasurer or President. The President will put this on the table for approval. 2. Reimbursement - In order to be reimbursed for expenses from your budgeted committee expenses, the reimbursement process is as follows: If your purchase has not yet been made, send an email request to the Treasurer. The Treasurer will prepare the check, the President or Vice-President signs and sends the payment directly to the vendor for you. If your purchase has already been made, fill out the reimbursement form and send to the Treasurer together with all the receipts. A check will be prepared, signed, and mailed to your home.
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