Parents’ Association Job Descriptions

  • Duties of VCS Parents’ Association Board Members
    Revised March, 2016

    PRESIDENT:
    1. Give board roster to Business Office via e-mail
    2. Plan monthly meeting schedule through High School office
    3. Conduct monthly meetings, 2nd Tuesday of the month 7pm
    4. Prepare Agenda for monthly meetings
    5. Correspond with staff regarding Campus Requests
    6. New Parents Dinner/Social: Have representatives present to get Harvest Festival sign ups and socialize with new families
    7. Attend Harvest Festival Meetings and help where needed
    8. Make (or have made) a brochure for our organization with monthly meeting schedule on back to have at New Parents Dinner/Social, Back to School Nights, etc. (There is an example in Presidents handbook)
    9. Read/scan Robert's Rules of Order. This will help clarify your role as leader of the meetings
    10. Oversee all committees as necessary

    VICE PRESIDENT:
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Provide Agenda and lead monthly meetings in the event of the President's absence
    3. Becomes the President the following year and is responsible for replacing herself in the position she is vacating
    4. Work on sub-committees as needed

    VICAR:
    1. Attend all monthly meetings
    2. Open monthly meetings with devotions and prayer
    3. Work on sub-committees as needed

    TREASURER:
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Supply chairpersons with gift cards for teachers/staff birthdays
    3. Monitor funds available for spending and make cash deposits for all fundraising events, campus requests, etc.
    4. Issue the necessary checks for approved motions/items when requested with invoice
    5. Prepare cash boxes at Harvest, recruit others to help count monies and various other duties on day of Harvest
    6. Prepare cash boxes for Kids Boutique daily
    7. Prepare cash box for Used Uniform sale

    CO-TREASURER:
    1. In the absence of the Treasurer attend all monthly meetings/Harvest Festival meetings
    2. Becomes Treasurer the following year and is responsible for replacing herself in the position she is vacating
    3. Assists Treasurer at the Harvest Festival

    SECRETARY:
    1. Attend all monthly meetings
    2. Notify board members of meetings by e-mail
    3. Put announcement in Crusader Weekly one week prior to meeting via e-mail - crusaderweekly.org
    4. Take notes at monthly meetings and e-mail minutes to all board members and the Superintendent’s Secretary in the VCS Business Office

    CO-SECRETARY:
    1. Attend all monthly meetings
    2. Take notes at monthly meetings and e-mail minutes to all board members in the event of the Secretary's absence
    3. Becomes Secretary the following year and is responsible for replacing herself in the position she is vacating

    HIGH SCHOOL CHAIRPERSON:
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Meet with the Principal and VCHS staff in September to establish communication with Parents Association and explain the campus request system
    3. Obtain teachers’ birthdays from the President and distribute a card and gift card to each staff person in their box on their special day

    Following is a basic calendar, but you may be asked to assist with other activities by the Principal:
    September:
    - Harvest Festival – Work on Harvest Festival committee to find workers for the game/food booths. Help with set up and clean up.
    - Back to School night – Set up table to get volunteers to work Harvest Festival and to get donations of supplies/food
    - New Family Dinner – Set up table to answer questions that new families might have about getting involved with Parents Association
    September/October:
    - Work the Harvest Festival
    December:
    - Get volunteers for the Staff Christmas Party. They will arrange the food, we just need to get parents to serve, answer phones and yard duty
    May:
    - Teacher Appreciation Week - Plan a luncheon for staff (Business Office, Teachers, Bus and Maintenance Crew) and organize daily snacks for teachers

    HIGH SCHOOL CO-CHAIRPERSON:
    1. Attend all monthly meetings
    2. Meet with the Principal and VCHS staff in September along with the High School Chairperson
    3. Assist the High School Chairperson in any way needed
    4. Becomes High School Chairperson the following year and is responsible for replacing herself in the position she is vacating

    MIDDLE SCHOOL CHAIRPERSONS (one 7th grade chairperson and one 8th grade chairperson):
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Meet with the Principal and VCMS staff in September to establish communication with Parents’ Association
    3. Obtain teachers birthdays from the President and distribute a card and gift card to each staff person in their box on their special day
    4. The 7th grade Chairperson shall become the 8th grade Chairperson the following year and is responsible for replacing herself in the position she is vacating

    Following is a basic calendar, but you may be asked to assist with other activities by the Principal:
    Sept.
    Both Chairpersons – work together
    -Teacher Birthdays
    -Magazine sales
    -Harvest festival
    -Back to school night
    -New family dinner
    -Popsicle buddy social
    October
    Both Chairpersons
    -Work Harvest Festival
    Dec.
    -Both Chairpersons
    -Arrange volunteers for teacher Christmas party
    -7th grade Chairperson
    -Arrange parents to chaperone 7th grade field trip to Christmas Play

    February
    -8th grade Chairperson
    -Multi-Cultural Lunch – organize parent volunteers
    -Measure all 8th grade students, sort graduation robes
    7th grade Chairperson
    -Math Olympics – organize parent help
    March
    8th grade Chairperson
    -Science Fair – organize volunteers to donate and serve refreshments
    -Organize a committee to plan 8th grade graduation dance/party
    April
    7th grade Chairperson
    -Field trips – organize parent volunteers for Earth day field trips
    -7th grade talent show – in charge of ice cream social afterwards
    May
    Both Chairpersons
    -- Teacher Appreciation Week - plan luncheon and organize daily snacks for teachers
    8th grade Chairperson
    -Work with English teacher to help supply and serve refreshments at the POETRY CAFE
    June
    8th grade Chairperson
    -Work on graduation party, attend, and make sure everything is working smoothly
    7th grade Chairperson
    -Graduation reception at the church. Serve donated refreshments

    MIDDLE SCHOOL CO-CHAIRPERSON(S) (one 7th grade Co-Chairperson and one 8th grade Co-Chairperson):
    1. Attend all monthly meetings
    2. Meet with the Principal and VCMS staff in September along with the Middle School Chairpersons
    3. Assist the Middle School Chairpersons in any way needed
    4. The Middle School 7th grade Co-Chairperson becomes Middle School 8th grade Co-Chairperson the following year and is responsible for replacing herself in the position she is vacating. In the event the 7th grade Chairperson is unable to become the Middle School 8th grade Chairperson the following year, the 7th grade Co-Chairperson may do so.

    ELEMENTARY SCHOOL CHAIRPERSON:
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Line up Room Parents for each classroom
    3. Keep Parents Association Bulletin Board updated (located in hallway by front office)
    4. Meet with the Principal and VCES staff in September to establish communication with Parents Association
    5. Obtain teachers birthdays from the President and distribute a card and gift card to each staff person in their box on their special day
    6. First day of school provide baked goods and drinks at Welcome Table

    Following is a basic calendar, but you may be asked to assist with other activities by the Principal:
    September:
    - Arrange Room Parents for every classroom
    - Harvest Festival – Work on Harvest Festival committee to find workers for the game/food booths. Help with set up and clean up.
    - Back to School night – Set up table to get volunteers to work Harvest Festival and to get donations of supplies/Food
    - New Family Dinner – Set up table to answer questions that new families might have about getting involved with Parents’ Association
    October:
    - Work the Harvest Festival
    April:
    - Art Fair/Ice Cream Social - Locate volunteers/food donations as needed
    May:
    - Teacher Appreciation Week - plan luncheon and organize daily snacks for teachers

    ELEMENTARY SCHOOL CO-CHAIRPERSON:
    1. Attend all monthly meetings
    2. Meet with the Principal and VCES staff in September along with the Elementary School Chairperson
    3. Assist the Elementary School Chairperson in any way needed
    4. Becomes Elementary School Chairperson the following year and is responsible for replacing herself in the position she is vacating

    PRESCHOOL CHAIRPERSON:
    1. Attend all monthly meetings/Harvest Festival meetings
    2. Meet with the Preschool Directors in September to establish communication with Parents’ Association
    3. Obtain teachers birthdays from the President and distribute a card and gift card to each staff person in their box on their special day
    4. Establish coordinators for preschool events during the school year. Work with preschool Director & coordinator regarding events of the day

    Following is a basic calendar, but you may be asked to assist with other activities by the Director:
    September:
    - Harvest Festival – Work on Harvest Festival committee to find workers for the game/food booths. Help with set up and clean up.
    - Back to School night – Set up table to get volunteers to work Harvest Festival and to get donations of supplies/food
    - New Family Dinner – Set up table to answer questions that new families might have about getting involved with Parents Association
    October:
    - Work the Harvest Festival
    - Grandparents’ day – assists coordinator with making flyers containing event information and requesting volunteers & continental breakfast donations
    - Pumpkin day – assists coordinator with making flyers containing event information and requesting volunteers, small pumpkins & pumpkin cookie donations
    November:
    - Pilgrims & Indians Parade & Feast day – assists coordinator with making flyers containing event information and requesting volunteers & food donations
    December:
    - Christmas Play – assists coordinator with making flyers containing event information and requesting volunteers & food donations for lunch (parents & students)
    February:
    - PJ & Pancake Breakfast day – assists coordinator with making flyers containing event information and requesting volunteers & pancake mix donations
    - Trike-A-Thon – assists coordinator with making flyers containing event information, specifically volunteers
    April:
    - Spring Sing – work with Preschool Director to see if she needs assistance with planning
    May:
    - Mommy, Grammy & Me Tea – assist coordinator with making flyers containing event information and requesting volunteers, food & tea donations
    - Teacher Appreciation Week - plan luncheon
    June:
    - Stay-n-Play (Daddies and Grandpas) – works with Preschool Director to see if she needs assistance with planning

    PRESCHOOL CO-CHAIRPERSON:
    1. Attend all monthly meetings
    2. Meet with the Preschool Directors in September to establish communication with Parents’ Association
    3. Assist the Preschool Chairperson in any way needed
    4. Becomes Preschool Chairperson the following year and is responsible for replacing herself in the position she is vacating

    T-SHIRT/POLO SALES CHAIRPERSON:
    1. Attend all monthly meetings
    2. Design with approval from the Administration t-shirt(s) for elementary students
    3. Order stock as needed following approval of President and Bookkeeper according to the demand and financial standing
    4. Suggest selling prices for merchandise and have approved by Board
    5. Report to Board on a monthly basis
    6. Locate volunteers for all sale dates
    7. Make deposits and issue checks to vendors

    CO-CHAIR T-SHIRT/POLO SALES:
    1. In the absence of the Chair, attend all monthly meetings
    2. Assist Chairperson at clothing sales

    KIDS CHRISTMAS BOUTIQUE CHAIRPERSON:
    1. Attend all monthly meetings
    2. Coordinate the event with Fun Services in Yorba Linda to provide the shopping products
    3. Arrange with Librarian the week to use her room
    4. Arrange with Treasurer to have cash available that week
    5. Schedule volunteers for the week of the Boutique (4-5 per day)
    6. Schedule and send out KCB classroom schedule with attached envelope for parent approved money to be spent at KCB
    7. Set up for the sale the Friday before
    8. Reorder product at the end of each day to be delivered the next morning
    9. Make daily deposits the week of KCB
    10. After KCB- pack up remaining items to be returned to Fun Services and submit report to Board

    USED UNIFORM SALE CHAIRPERSON:
    1. Attend all monthly meetings
    2. Schedule shopping dates with the high school secretary, usually the Saturday after school is dismissed in June and a second sale in August over 2 days during the High School book sale
    3. Announce sale dates in the Crusader Weekly
    4. Get volunteers to help set up the sale (5-8 people) the day before the event
    5. Pack up unsold items and store in the Harvest Storage Bin for the August sale
    6. After August sale any unsold items that are not picked up will be donated to Affordable Treasures
    7. Get volunteers to assist with accounting and distribution of monies received during the sale(s)