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President. The President plans and runs the PTAC meetings, facilitates communication between PTAC board and Hopkins staff, and provides overall leadership to all PTAC board positions. She/he is responsible for keeping all PTAC members informed of PTAC sponsored events, fundraisers, and budget if the board positions responsible for those duties do not do so. She/he leads the flow of information to all PTAC members through weekly emails, website updates, and general communications with the community in conjunction with the VP-Marketing/Publicity. The president represents PTAC amongst the other Sherwood PACs – responsibilities include contribution to agenda planning for semi-annual Joint PACs meetings, hosting such meetings bi-annually, and generally keeping apprised of Joint PACs activities in the interest of communicating back to the PTAC. She/he provides both strategic and tactical direction to PTAC’s sponsorship efforts, including corporate and individual giving campaigns. She/he is responsible for affairs related to building and/or cultivating community partnerships, community affairs, and relationships between PTAC and the greater community. She/he assists the Treasurer when needed in making weekly deposits of PTAC funds.
Vice President of Fundraising (VP-Fundraising). The VP-Fundraising advises and assists the President when at all possible in representing PTAC. She/he oversees all PTAC planned fundraising events & activities, as determined in the calendar planning and budget planning process. She/he recruits and appoints Coordinators and/or Committee Chairs to manage strategy and tactics start-to-finish of fundraising events &activities. She/he provides strategic counsel to ensure that fundraising events & activities are well planned, well executed, and that communications flow openly amongst the PTAC board, Hopkins staff, and all involved volunteers. The VP-Fundraising evaluates PTAC’s fundraising portfolio by providing stats and success metrics, investigating possible fundraising projects, partnerships, etc. for approval by PTAC, and making general recommendations on fundraising as it relates to PTAC’s purpose and mission.
Treasurer. The Treasurer maintains bookkeeping of PTAC funds and annual budget, reports monthly status of funds in PTAC banking account(s), makes weekly deposits of PTAC funds into PTAC bank account(s), and reports on the execution of the annual budget. She/he fills out and files the PTAC’s tax forms, serves as the Finance/Budget Committee Chair, if such a committee is formatted, and maintains at least four (4) years of tax records easily accessible to all PTAC members to view. She/he acts as a liaison between the community (those who donate goods, services, and/or money) and PTAC.
Secretary. The Secretary attends the PTAC meetings, takes minutes, drafts and provides them to the PTAC President within five (5) days of meeting to review. She/he is then responsible to distribute meeting minutes to all J. Clyde Hopkins staff and PTAC members present at meeting within ten (10) days. She/he maintains an archive of meeting minutes and related PTAC correspondence. She/he is responsible for organizing volunteer childcare for PTAC meetings, as well as general meeting preparation including copies of the agenda, prior month meeting minutes, and special set-up arrangements for guest speakers. She/he reads and distributes PTAC related mail and messages. She/he oversees the bulletin board program, including bulletin board master schedule (editorial calendar) and volunteer scheduling for regular bulletin board display refresh and maintenance.
Vice President of Volunteers (VP-Volunteers). The VP-Volunteers oversees the recruitment, management, and cultivation of all volunteers of the school. She/he pools volunteers into the various areas of interest, collects & organizes volunteer form information, and verifies with school staff that volunteers have submitted an application for a criminal background check and have received approval to work within the school. She/he keeps a database with the volunteer information organized so when volunteers are needed they can be contacted in a timely fashion, and makes sure each teacher has a Room Coordinator that can coordinate classroom events and/or activities. She/he is responsible to evaluate the PTAC volunteer program with stats analysis, and to implement ongoing volunteer recognition.
Vice President of Events (VP-Events). The VP-Events advises and assists the President when at all possible in representing PTAC. She/he oversees all non-fundraising PTAC planned events, as determined in the calendar planning and budget planning process. She/he recruits and appoints Coordinators and/or Committee Chairs to manage event strategy and tactics start-to-finish. She/he provides strategic counsel to ensure that events are well planned, well executed, and that communications flow openly amongst the PTAC board, Hopkins staff, and all involved volunteers. The VP-Events evaluates PTAC’s events by providing stats and success metrics, investigating possible events for approval by PTAC, and making general recommendations on events as they relate to PTAC’s purpose and mission.
Vice President of Programs (VP-Programs). The VP-Programs oversees the ongoing PTAC programs that supplement and enhance the school community, learning environment within the school, and foster parenting skills. He/she is responsible for non-event, non-fundraising activities, as determined in the calendar planning and budget planning process. She/he recruits and appoints Program Coordinators to manage program strategy and tactics ongoing throughout the school year. She/he provides strategic counsel to ensure that programs are well planned, well executed, and that communications flow openly amongst the PTAC board, Hopkins staff, and all involved volunteers. The VP-Programs evaluates PTAC’s programs by providing stats and success metrics, investigating possible programs for approval by PTAC, and making general recommendations on programs as they relate to PTAC’s purpose and mission. She/he coordinates with the efforts and recommendations of the school’s Site Council as needed.
Vice President of Marketing/Publicity (VP-Marketing/Publicity). The VP-Marketing/Publicity is responsible to meet with the specified committee chairs to publicize PTAC fundraisers and/or events. She/he writes articles for local area newspapers and other media, as a means to communicate with the community. She/he is responsible to know media deadlines, and to obtain approval for all content from the principal prior to submission for publication. She/he oversees PTAC website content and maintenance, PTAC social media presence, and manages day to day postings, responses to posts, etc. Director-At-Large. The Director-At-Large is J. Clyde Hopkins Elementary’s principal. She/he approves all publicity and external communication, attends and participates regularly in the PTAC meetings, and acts as a liaison to all Hopkins staff, and PTAC members. |
Executive Board Officer Descriptions |