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Board & Committee Job Descriptions

 South County Middle School PTSO

Board & Committee Member Job Descriptions (updated 5/12)


PTSO Administration and Support:

Executive Committee As elected positions, the following also include duties as maybe provided from the bylaws or as directed by the Executive Committee:

PTSO President serves as chair of the Executive Committee and the Board, oversees all PTSO operations and the PTSO budget, represents the Middle School in all matters with the local PTSO, school and county administrators, presides at all meetings of the organization and coordinates the work of the officers and committees. The president assumes duties upon the completion of the PTSO meeting election in June. Requirement: a consistent, high level of involvement throughout the year, including summer months.

PTSO 7th grade Vice President is responsible for overseeing PTSO activities as deemed appropriate by the Board, focusing on 7th grade activities; also serves as an aide to the president and performs the duties of the president in his or her absence, and if the 8th grade VP is unable to perform the duties of president. The vice-president assumes duties upon the completion of the PTSO meeting election in June. Requirement: a moderate level of involvement throughout the year, including summer months.  Specific Duties and time commitment are dependent on division of responsibility between President and Vice-Presidents. Coordinate and plan a 7th grade family event that takes place in the Fall and/or plan a whole school event which takes place during the school year.

PTSO 8th grade Vice President is responsible for overseeing PTSO activities as deemed appropriate by the Board, focusing on 8th grade activities; also serves as an aide to the president and performs the duties of the president in his or her absence. The vice-president assumes duties upon the completion of the PTSO meeting election in June. Requirement: a moderate level of involvement throughout the year, including summer months.  Specific Duties and time commitment are dependent on division of responsibility between President and Vice-Presidents. Coordinate and plan the 8th grade dance event that takes place at the end of the school year.  It requires a high level of involvement April through June and the ability to coordinate a large team. 

PTSO Treasurer is responsible for the planning, monitoring and execution of all PTSO financial functions. The treasurer has custody of all funds, makes disbursements, remits dues, and prepares a written financial statement comparing expenditures and budget for every meeting. Also prepares an annual financial report at the close of the fiscal year and prepares tax returns. The treasurer assumes duties upon the completion of the audit from the previous year. Requirement: a moderate level of involvement throughout the school year, and particularly when collecting dues and preparing annual budgets.

PTSO Secretary produces minutes for all PTSO meetings, records all documents and communications issued by the PTSO, keeps an official copy of the PTSO by-laws, and maintains a membership list.  The secretary assumes duties upon the completion of the PTSO meeting election in June. Requirement: a moderate level of involvement throughout the school year.

Committee Chairs

Book Fair Chairperson The Book Fair is an annual fundraiser held during the school year that offers books for sale to students, parents and faculty. The PTSO administers the fairs and the money raised goes to the PTSO and supports student and faculty initiatives throughout the school year.  The Book Fair is held 1-2 times per school year.

  • Chairperson Duties: The Chair(s) of the Book Fair plans and manages the Book Fair event. Develops a plan for the Book Fair with our vendor representative, and get approval from the Principal on the theme and logistics of the event. Oversee/manage recruitment of volunteers, volunteer scheduling, volunteer training, communications/PR efforts, decorations/promotional efforts, and financial/bookkeeping duties. 
  • Chairperson Time Commitment: Attend a 1-2 hour Book Fair webinar on running a book Fair and have periodic phone calls with the school’s vendor representative.  The chairs will spend about 1-2 hours a week on the fair in different duties. During the Fair, the chairs will spend an average of about 7 hours per day at the Fair. 
  • Committee Member Duties: May be assigned to work on communications, decorations and promotions in advance of the Fair, or to work at the actual event itself. 
  • Committee Member Time Commitment: The decorations volunteers will spend about 3 hours on the Fair before the Fair begins. Volunteers who help with the set-up will spend about 4 hours. Usually, Book Fair volunteers work 1-2 hour shifts at the Fair.

Community Outreach:  This chairperson/chairpersons work with the SCMS staff (mostly counselors) to provide services that they and the counselors agree are needed to help at-risk students be able to maximize their learning potential.  This will include (at the very least) school supplies support, access to dress-up attire, lunch account assistance and any other service that the committee deems appropriate.  Requirement:  a moderate level of activity throughout the school year.

Directory:  This chairperson compiles, publishes and distributes the annual PTSO directory of Middle School families along with organizing the sale of additional directories (directories are given gratis with each membership to the PTSO).  It requires coordination with the school office staff (provider of the student contact information).  Email addresses are also received from the membership forms and the middle school email site.  The work is primarily in September, as the directories are distributed at Back to School nights in September. 

Exceptional Education: This liaison serves as a resource about the exceptional Education community.  Duties include attending meetings, reviewing and as appropriate reporting on recent activities of the FCPS Advisory Committee for Students with Disabilities and providing periodic reports to the middle school PTSO.  Requirement:  a brief level of activity throughout the school year.

Fundraising

  •      Amazon.com
  •      Book Fair
  •      Box Tops/Campbells
  •      Giant/Safeway Receipts
  •      Spirit Wear

Grounds Beautification/Landscaping:  Responsible for improving and maintaining the grounds of the school, including weeding, planting, mulching, and general clean-up, especially before school in the fall and in the spring.

Health Safety & Parenting:  Plan and organize events to provide useful information to the middle school parents.  Suggested topics include:  bullying issues, drug awareness, internet safety, gang awareness and programs to support middle school student success.

Community Historian:  Provides relevant community historical information and artifacts to enrich the middle school student body.  This information will serve to increase the understanding of the cultural surroundings of the middle school.  Requirement: a minimal level of activity throughout the school year.

Historian/Display Case:  Maintains the school display case.  Attends events and takes pictures.  Organizes a time capsule for the opening of the new middle school. 

Honor Roll:  Works with Middle School staff members and hospitality to coordinate the honor roll ceremonies each quarter.  These are recognition events supported by the PTSO to recognize students who make the Honor Roll.  The committee has the flexibility to plan (with approval of the PTSO board and administration) new and creative ways to celebrate student achievement.

Hospitality:  Organizes and coordinates breakfasts (Back to School Welcome Breakfast in August) and luncheons (Teacher Appreciation Luncheon in May) for the faculty, administrators, staff and bus drivers.  Provides occasional appreciation gestures to staff members and/or the entire school community.  Requirement:  a moderate level of involvement throughout the school year.

Membership:  Recruit members to the PTSO from the middle school families, community, faculty and staff.  This includes putting together a flyer for back to school packets in August, collecting registrations at the beginning of the school year and Back-to-School Nights with follow up as needed throughout the year.  Manages registration dues and membership records.  Requirement:  a high level of involvement at the beginning of the school year followed by a moderate level of work through the remainder of the year.

Minority Student Achievement Parent Committee:  This liaison serves to help to bring our diverse      community together, especially focusing on the international community.  Duties include attending meetings of the Fairfax County Minority Student Achievement Oversight Committee and provide periodic reports to the Middle School PTSO.  Also works with the staff Parent Liaisons on issues of diversity and multiculturalism.  Requirement:  a brief level of activity throughout the school year.

E- Newsletter: Prepares and distributes the PTSO E-Newsletter monthly to the Middle School community.  Requirement:  Ability to create a newsletter on the computer and compile information from various sources to include in the newsletter.  A moderate level of involvement each month around the time when the E-Newsletter is published.

Odyssey of the Mind:  Coordinator is responsible for implementing the program; secures initial school support and funding for the program through PTSO; registers the school with the national Odyssey of the Mind organization; facilitates the creation of teams through advertising and student/parent information meetings; ensures each team has a trained parent coach to conduct regular team meetings (formal training offered through the Odyssey of the Mind organization). The coordinator answers coach questions, addresses issues, and ensures teams/coaches meet mandatory milestones throughout the season. The coordinator ensures teams and the Odyssey of the Mind program receive appropriate press coverage.  Requirement: a moderate to high level of involvement between November and March.

Parent Advisory Council Representative:  This representative keeps the middle school PTSO apprised of the happenings of the FCPS School Board and the Fairfax County Board of Supervisors which directly affect our school and attend meetings whenever possible (some meeting minutes are posted online for convenience).  Make recommendations on actions the middle school PTSO should take, such as speaking at meeting, writing letters, etc.  Give special attention to school budget/boundary matters.  Requirement:  A moderate level of activity throughout the school year.

Perspectives Art Program:  Coordinates the Perspectives Art Program.

School Liaisons:  The following liaisons serve as resources about our feeder elementary and high schools in the pyramid.  Their duties include keeping the middle school community informed about programs and activities, by submitting items to the E-newsletter and attending and reporting activities at meetings for both organizations’ PTSO meetings.  The liaisons can also serve to supply names to the Nominating Committee.  Requirement:  a brief level of activity throughout the school year.

  •      Halley ES
  •      Laurel Hill ES
  •      Silverbrook ES
  •      Newington Forest ES
  •      Gunston ES
  •      Lorton Station ES
  •      South County HS

Advanced Academic Liaison:  Serves as a conduit between the AAP parents and the school administration.  Coordinates bi-monthly parent coffees and provides updates on AAP related issues. Requirement:  A brief level of activity throughout the school year.

Sunshine/Welcoming Committee:  Welcome all newly registered families to Fairfax County Public Schools to the Middle School.  At the beginning of the school year, the committee coordinates phone calls and/or emails.  The welcoming of families continues throughout the year.  If there is also an unfortunate event within our middle school staff or community, this committee will organize any efforts needed to support the individual(s) and/or family impacted.

Volunteers:  Seek out parent volunteers for the PTSO activities by preparing and distributing volunteer information to parents, then creating a database from the returned volunteer sign-up sheets that will be available to other PTSO board members to identify volunteers for the PTSO’s various activities.  Organizes an appreciation “coffee” to thank all the volunteers at the end of the school year.  Requirement:  a high level of involvement at the beginning of the school year followed by a moderate level of work throughout the remainder of the year.

Webmaster:  the webmaster administrator is responsible for creating, maintaining and updating the middle school PTSO website and the custom email addresses.  Previous website design experience preferred.  Timely updates to the site will be made on an as needed basis.  Requirement:  website needs to be designed as soon as the middle school is named.  Once the website is designed, before the school year begins, the site will need to be updated with new board list, update email address and get all the back-to-school information posted and the school calendar of events.  During the remainder of the school year, the webmaster will be adding updates to the website on an as needed basis – usually weekly.