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