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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

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.

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

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.

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.

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.

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.

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.