President                                     Secretary

              VP-Communications                      Treasurer

              VP-Ways & Means                         Financial Secretary

              VP-Education                                Historian

              VP- School Improvement               Parliamentarian

              VP-Social Affairs                           Auditor

              VP-Wellness                                 Principal

              VP- Legislative Activities                Teacher Representative

These positions are elected by the PTA general membership (Association) with the exception of the Parliamentarian, Teacher Representative, and Principal.

*   Typically part of VP job but can be delegated.

 revised 8/07/09

The Association consists of all members of the Burton Valley Elementary PTA.

The Burton Valley Elementary School PTA is structured as follows:

EXECUTIVE BOARD:

President

Please refer to Burton Valley current by-laws and the California State Tool Kit for responsibilities and duties.  Additional duties shall include:                    

• Meets regularly with the Principal.
• Attends Las Trampas Creek Council, School Board, and district RAPPORT meetings.
• Maintains regular contact with Executive Board Members.
• Serves on the Budget Committee.

President –Elect (usually associated with another Vice President position)

• Attends district RAPPORT meetings.
• Acts as President in his/her absence.
• Responsible for President’s gift.
• Serves on the Budget Committee.
• Serves as delegate to the State PTA convention
• Any other duties as set forth in the by-laws.
  
  

• Attends Executive Board and Association meetings.
• Manages all communications activities as outlined on page 1.
• Oversees development of Bobcat Day pamphlet.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.
• Any other duties as set forth by the by-laws.
  
  

• Attends Executive Board and Association meetings.
• Manages all ways and means activities as outlined on page 1.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.
• Serves on the Budget Committee.
• Any other duties as set forth by the by-laws.

Vice President - Education

• Attends Executive Board and Association meetings.
• Manages all academic, parent education and family support programs as outlined on page 1.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.
• Coordinates efforts with other VPs and committee chairs in the event of joint endeavors.
• Any other duties as set forth by the by-laws.
  
  

Vice President – Wellness

• Attends Executive Board and Association meetings.
• Manages all programs related directly or indirectly to Wellness as outlined on page 1.
• Sits on the District Wellness Council.
• Advises on all activities affected by State/Federal Nutrition laws and District Wellness Policy.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.

• Attends Executive Board and Association meetings.
• Manages all activities concerning improvement of Burton Valley School site (working closely with school principal) and other committees as outlined on page 1.
• Inventories tools owned by PTA each year and replaces with board approval.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.
• Any other duties as set forth by the by-laws.

Vice President – Social Affairs

• Attends Executive Board and Association meetings.
• Manages all social events at Burton Valley as outlined on page 1.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision.
• Any other duties as set forth by the by-laws.

Treasurer

Please refer to Burton Valley current by-laws and the California State PTA Tool Kit for responsibilities and duties.  Additional duties shall include:

• Attends Executive Board and Association meetings.
• Manages all financial activities of the BVE PTA and supervises the Financial Assistant.
• Ensures all regulatory reporting is done.
• Ensures insurance procedures are followed.
• Issues checks and oversees the collection of all funds.

Financial Secretary

Please refer to Burton Valley current by-laws and the California State PTA Tool kit for responsibilities and duties.  Additional duties shall include:

• Attends Executive Board and Association meetings.
• Collects and deposits all BVE PTA funds.

Secretary

Please refer to Burton Valley current by-laws and the California State PTA Tool kit for responsibilities and duties.  Additional duties shall include:

• Attends Executive Board and Association meetings and takes minutes for each.
• Posts Association Meeting minutes and provides Executive Board Members with copies of all minutes.
• Notifies all Advisory Board Chairs and Coordinators of Advisory Board & Association meetings.

Historian

Please refer to Burton Valley current by-laws and the California State PTA Tool Kit for responsibilities and duties.  Additional duties shall include:

• Attends Executive Board  and Association meetings.
• Head Room Rep Coordinator.
• Manages philanthropic, appreciation and other committees as outlined on page 1.
• Acts as ex officio member and liaison for all committees under his/her supervision.
• Reports on all activities under his/her supervision, including Annual Volunteer Report Form.

Legislative Rep

• Attends Executive Board and Association meetings.
• Attends Las Trampas Creek Council Legislative Committee meetings.
• Keeps abreast of current legislative activities and provides information to the community as directed by the BVE PTA, by writing legislative updates in the Broadcast, speaking at PTA meetings, signing people up for the e-Leg Alerts newsletter, and by coordinating parent sign-ups for Advocacy Day.
• Attends the annual State PTA Legislation Conference.

Auditor

Please refer to Burton Valley current by-laws and the California State PTA Tool Kit for responsibilities and duties.  Additional duties shall include:

• Attends Executive Board and Association meetings
• Attend the annual training provided by the Las Trampas Creek Council of PTA’s.

Teacher Representative

• Attends Executive Board or Association meetings alternating each month.
• Reports at Association meetings on the activities in the classrooms.
• Provides teacher feedback
  
  

Parliamentarian (Appointed)

Please refer to Burton Valley current by-laws and the California State PTA Tool Kit for responsibilities and duties.

Executive Board Deputy Positions

• It is foreseen that circumstances may arise where a position can only be successfully filled if the responsibilities are shared between two people.
• The Nominating Committee reserves the right to consider a Deputy position for any of the Vice President positions, except the president-elect, upon approval from the incoming Board president, and with the approval of the current Executive Board.
• The deputy and the Vice President can divide the responsibilities between them, but will each be held accountable for all. 
• The Vice President, not the deputy, will serve on the Executive Board officially, and attend the Board meetings regularly.

REPORTING TO THE PRESIDENT:

Calendar

• Works with the Principal, School Office Secretary, and -Committee Chairs to align dates on the calendar in the Spring (job performed by the president)
• Works with printer to get calendar printed (job can be delegated out)
• Distributes calendar at Bobcat Day/beginning of school.

REPORTING TO THE VICE PRESIDENT OF COMMUNICATIONS:

August Mailer Chair

• Collects packet information and forms, stuffs, labels and bulk mails the envelopes.

Bobcat Beat Editor:

• sets themes and deadlines with VP of Communications, President, and Principal at the beginning of the school year
• collects and edits articles for this quarterly newsletter
• distributes the newsletter via Friday Folders
  
  

Bobcat Day

• Oversees information day to be held a few days before the start of school.
• Orders and Sets up tables for committees and events requiring volunteers
• Organizes class list information
• Facilitates PTA membership signup, and Annual Fund drive payment stations
• Communicates with Hot Lunch Chairs, Escrip Chair, BVE Sportsware Coordinator
• Communicates with August Mailer Chair to ensure all Bobcat Day info is represented effectively.

Broadcast (e-Newsletter)

• Manages production of weekly newsletter.
• Collects, edits and arranges articles for each edition.
• Submits draft to President and Principal for approval.
• Submits broadcast to Constant Contact for electronic distribution.

Broadcast Subscription Manager:

• Collects email addresses for distribution of the e-newsletter
• Maintains a database of the emails making it available for use with Constant Contact

Directory

• Organizes the on-line entry of information at Bobcat Day and early September.
• Organizes the design, printing, collating and distributing of the directory in September/October.
• Takes orders for additional copies

Early Intervention Liaison

• collects distribution information for students in the Early Intervention Program and adds those numbers to the Family Distribution List
• oversees communication with the Early Intervention Teachers to make sure that they are included in TASA luncheons, Teacher Appreciation, and other functions that involve or recognize Burton Valley Teachers

Family Distribution List (job performed by Communications VP or can be delegated out)

• Completes the Family Distribution List by second week of school.  Cross-references "students with siblings" list and teacher/classroom list to ensure school information goes home in youngest child's Friday Folder.
• Makes updates to list as necessary.

Glass Cases

• Collects information from committee chairs to post in glass cases
• Keeps glass cases current and attractive             

New Family Welcome

• Provides new families with information about BVE and the PTA.
• Helps to man a “New Family Tent” at Bobcat Day.
• Organizes school tour at Bobcat Day and other times as necessary.

Photographer

• Journals activities of students and parents in the school year by serving as the photographer at events.  Sends digital photos to the Webmaster for posting on the website.  Makes sure that parents have granted permission.

Signboards

• Oversees the posting of messages on the two main entrance signboards.
• Gathers information via annual calendar and through submission forms and updates boards weekly or as needed.

Webmaster

REPORTING TO VICE PRESIDENT WAYS & MEANS

Annual Fund/Membership

• Develops solicitation materials for distribution in the August Mailer to each BVE family.
• Coordinates publicity throughout the fall, utilizing signboards, glass cases, Broadcast and flyers.
• Collects and logs all monies contributed for PTA membership and annual fund.
• Processes all responses and deposits funds to appropriate account as stipulated by the Treasurer.
• Maintains an excel spreadsheet record of all contributors.
• Reports membership to Treasurer, President and VP Ways and Means.
• Sends out reminder letters to those who have not contributed by December by US Mail
• Distributes official “Tax Deductible” thank you letters after 1^st of year to all PTA contributors.

Book Fair

• Sets date (coordinating with Principal and President), contracts with book company, organizes set-up and staffing of the fair.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Box Tops for Education

• Sets up Box Tops deposit envelopes at all classrooms.
• Submit Box Tops for credit.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

• Sets sale date (working with President), coordinates orders, pick-up and delivery and advertising.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Gift Wrap

• Sets date (working with President and Principal), coordinates orders, pick-up and delivery and advertising.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Golf Tournament

• Sets date (working with Principal and President) and assembles committees.
• Secure sponsorships, determine menu, tournament structure and cost, awards, and raffle prizes
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Hot Lunch

• Contracts with food vendor to provide food to students.
• Organizes sign up, set up, clean up and staffing.
• Oversees maintenance of equipment.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.
• Manages Meal Time card system

Printer Cartridges Recycling /e-Scrip

• Sets up printer cartridges recycling areas.
• Submits printer cartridges for credit.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.
• Coordinates e-scrip registration campaign.  Handles all aspects including advertising and registration (including table at Bobcat Day).

• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Auction

• Sets date (working with Principal and President) and assembles committees.
• Determines all aspects of event including location, theme, menu, price, decorations, silent and live auction items.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting

• Sets date (working with president and principal), coordinates student's artwork creation with the teachers, and handles advertising, orders and delivery.
• Deposits all funds as stipulated by the treasurer and prepares financial accounting.

REPORTING TO THE VICE PRESIDENT - EDUCATION:

Drama Club Liaison

• Serves as a liaison between the Drama Club and PTA.  Collects receipts for reimbursement and submits to financial assistant. 
• Collects money at the performance and turns into treasurer with proper forms.

Parent Education

• Coordinates all parent education and enrichment efforts including speakers and periodic informational articles in the Broadcast or flyers for Friday Folders.
• Assists PTA President with speakers at PTA evening meetings
• Attends district parent ed committee meetings

Read Across America

• Works with the Reading Specialists to coordinate the celebration of Read Across America and Dr. Seuss’s birthday in early March.
• Publicizes the event, recruits celebrity readers and coordinates special appearances to make the day a celebration of reading for the students.

Reflections

• Manages participation in Reflections, the National PTA’s cultural arts project.
• Promotes participation in the arts (literature, art music and photography).

Supplies Coordinator

• Works with Administration, Teacher Rep and Staff to compile grade level supply lists.
• Coordinates storage and distribution of excess supplies

REPORTING TO VP WELLNESS

Blood Drive 

• Coordinates the annual Blood Drive to be held one day in early October.

District Wellness Liaison

• Serves on the District Committee for Wellness as a liaison.  Will prepare reports for the VP and Executive Board as necessary.

Lafayette Reservoir Run

• Organizes the publicity and staffing of the Lafayette Reservoir Run, sponsored by the Chamber of Commerce.
• Attends Chamber of Commerce organizational meetings.

Red Ribbon Week

• Coordinates the week event facilitating programs and raising awareness with children based on healthy and safe choices.

Safe Routes/Traffic Safety

• Facilitates the walk/bike to school days in the Fall and Spring.  May coordinate with the City of Lafayette on issues related to safe routes to the schools.
• Assists principal in student traffic patrol organization.

Wellness Classroom Coordinator

• Meets with Special Events Classroom Representatives at the beginning of the year to share information regarding BVE’s Wellness Policy.
• Provides Special Events Classroom Representatives with seasonal updates with ideas for healthy choice activities within the classroom (e.g. Healthy Halloween Brew).
• Serves as resource to teachers and Special Events Classroom Representatives regarding what can and cannot be done in the classroom a it relates to BVE’s Wellness Policy.

REPORTING TO THE VICE PRESIDENT SCHOOL IMPROVEMENT

Dad’s Projects

• Works with teachers, Principal and VP School Improvement to determine list of physical plant improvement projects to be accomplished throughout the year.
• Sets dates for work to be accomplished, gathers necessary tools and materials, contacts volunteers.

Emergency Preparedness

• Prepares for earthquake and other emergencies by ensuring food and water are in adequate supply, communicates with district and city as needed (working closely with the vice principal)
• Coordinates with head room reps to ensure that the emergency backpacks are current and well maintained and emergency cards are collected for each child.

Grant Writing

• Assists teachers with writing and acquiring grants.

Grounds/Facilities

• Oversees maintenance and upkeep of the grounds and facilities
• Coordinates with outside groups for planting around school.

Outdoor Classroom

• Arranges for materials and volunteers in maintaining gardens.
• Coordinates efforts with the Science Teachers and the Garden Docent to appeal for funds or supplies, as needed. 

REPORTING TO THE VICE PRESIDENT SOCIAL AFFAIRS

Fall Family Picnic

• Sets date (coordinating with Principal and President), organizes the publicity, contracts for food and paper supplies, handles staffing, set up and clean up.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Ice Cream Social

• Sets date (coordinating with the Book Fair Chair, Principal and President), contracts for food and paper supplies, handles staffing, set up and clean up. 

·              Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

5^th Grade Activities/Wall Tiles

• Organizes and oversees committees in the beginning of the school year to raise funds for 5th grade activities.
• Organizes and oversees committees for the t-shirts, yearbook and the 5^th party including location, food, activities and staffing.
• If funds are left over, surveys class and purchases a class gift to be donated to Burton Valley or Lafayette (LASF etc).
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.
• Sets date (working with Principal and President) and coordinates with Tile Company.  Selects location for event and coordinates tile installation.
• Distribute/collect order forms to pre-sell tiles before event.  Collection of tiles after firing from vendor.
• Deposits all funds as stipulated by the Treasurer and prepares financial accounting.

Helping Hands

• Organizes support for school families in need.

Hospitality

• Provides refreshments for Back to School Coffee (first day), Holiday Sing, PTA meetings, Parent Education events (when part of PTA meetings) and other functions as requested by president or principal.

Teacher and Staff Appreciation (TASA)

• Provides staff with 3-4 luncheons during the school year (one being on or around teacher appreciation day) and treats during conference week.

REPORTING TO THE  HISTORIAN

Room Representative Coordinator (Job performed by Historian or delegated out)

• Contacts Teachers and collects Teacher Welcome Letters in the Spring (with follow-up in the Fall).
• Prepares folders for all classroom room parent jobs (including job descriptions, rosters and phone trees).
• Prepares letters to solicit room representatives for the year, collects volunteers and ensures each room has adequate representation; sets date for orientation (working with the President and Principal).
• Holds 3 classroom coordinator meetings at the beginning of the year to determine room reps for each classroom.  Submits this info to directory chairperson.
• Disseminates PTA information to the room reps as necessary and acts as a liaison between PTA and the Room Reps. Notifies all Head Room Reps of Association Meetings.
• Ensures completion of phone tree for each classroom.  Ensures copies are provided to school secretary.

Teacher Appreciation Coordinator

• Provides information to "special events" room reps in each classroom of ideas for teacher appreciation day and collection of funds for holiday and end of the year gifts.

Lost and Found

• Sorts lost and found articles a few times a month; returns any items that have identifying labels to the appropriate student (via the teacher boxes).
• Optional: Posts descriptions of remaining articles on school website.

Support Staff Appreciation

• Coordinates a team of "poster makers" and "flower deliverers"  for each support staff member and enrichment teacher on campus on teacher appreciation day

Graduating 5th grade parent appreciation

• Prepare a poster to hang up during the last week at school thanking the graduating 5th grade parents as well as thanking them in the Broadcast

• Solicits sign-ups for various “one time” activities such as vision screening, picture day, etc.; calls on list of volunteers as needed.
• Prepares a Volunteer Solicitation Form, disseminates form to BVE parents, collects responses and forwards interested names to committee chair/coordinators.