Palm Valley School Parent Association Guidelines Adopted: September 11, 2013 Revised: 7/6/2016

Transcription

1 Palm Valley School Parent Association Guidelines Adopted: September 11, 2013 Revised: 7/6/ Name of Organization a. Palm Valley School Parent Association. 2. Mission Statement a. The purpose of the Association shall be to build and promote school community by encouraging the ongoing involvement of all PVS parents and guardians, the student body, their families, the faculty and the Board of Trustees. 3. Membership and Dues a. Membership in the Association shall consist of all parents or guardians of students currently enrolled in The Palm Valley School. b. No dues are required for membership in the Association. 4. Executive Board Member Positions a. President i. Shall report to the Head of School. to the PA iv. Shall preside at all executive officer meetings, all general membership meetings and all standing committee chairperson meetings. v. Shall appoint all ad hoc committee chairpersons. vi. Shall approve all check requests relating to Association expenditures. vii. Shall conduct the general correspondence of the Association. viii. Shall review all Association communications prior to their distribution to the parent body or outside community. ix. Shall review and approve all contracts with the appropriate executive officer. Page 1 of 19

2 x. Shall maintain a reasonable reserve of funds in the PA account throughout the year in anticipation of budgeted upcoming events. xi. The president of the Parent Association, although not a trustee, is permitted to attend meetings of the board of trustees as a representative of the Parent Association xii. Shall serve as a member of PA committees as necessary. xiii. Shall, subject to these Guidelines, set the dates and locations of all general membership meetings, executive officer and standing committee chairperson meetings. xiv. Shall issue notice of all meetings in accordance with these Guidelines. xv. Shall annually review these Guidelines with the executive committee and Head of School and revise in accordance with these Guidelines. xvi. In accordance with these Guidelines, all amendments require a two-thirds approval vote at any general membership meeting of the Association. xvii. Shall promote and support PA fundraising events. xviii. Shall delegate the foregoing authority as needed. xix. Shall support transition to incoming PA President. xx. Term is one year. b. Executive Vice President i. Shall report to the PA President. to the PA iv. Shall assist the President and assume the presidential duties in the absence of the president. v. Shall act as parliamentarian. vi. Shall supervise programs and events for the Standing Committees for which they are responsible per the PA vii. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA viii. Shall promote and support PA fundraising events. Page 2 of 19

3 ix. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. x. Shall delegate the foregoing authority as needed. xi. Shall support transition to incoming PA Executive Vice President. xii. Term is one year. c. Upper School Vice President (Grades 9 12) i. Shall report to the PA President. ii. Shall be a parent or guardian of a student in grades i iv. Shall add relevant notes and documents throughout the year to the PA v. Shall supervise programs and events for the standing committees for which they are responsible per the PA vi. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vii. Shall coordinate faculty appreciation matters for the Upper School. viii. Shall coordinate student activities for the Upper School and work with the Middle School VP when applicable. ix. Shall consult and receive approval from the Upper School Head prior to all events or activities. x. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. xi. Shall delegate the foregoing authority as needed. xii. Shall promote and support PA fundraising events. xiii. Shall support transition to incoming PA Upper School Vice President. xiv. Term is one year. d. Middle School Vice President (Grades 6 8) i. Shall report to the PA President. ii. Shall be a parent or guardian of a student in grades 6-8. Page 3 of 19

4 i iv. Shall add relevant notes and documents throughout the year to the PA v. Shall supervise programs and events for the standing committees for which they are responsible per the PA vi. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vii. Shall supervise the room parent program for grades 6-8. viii. Shall ensure the room parents are aware of proper PA procedures at the start and as necessary throughout the school year. ix. Shall ensure all room parents are aware of proper PA expenditure and reimbursement procedures. x. Shall coordinate faculty appreciation matters for the Middle School. xi. Shall coordinate student activities for the Middle School and work with the Upper School VP when applicable. xii. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. xiii. Shall delegate the foregoing authority as needed. xiv. Shall promote and support PA fundraising events. xv. Shall support transition to incoming PA Middle School Vice President. xvi. Term is one year. e. Lower School Vice President (Grades K 5) i. Shall report to the PA President. ii. Shall be a parent or guardian of a student in grades K 5. i iv. Shall add relevant notes and documents throughout the year to the PA Page 4 of 19

5 v. Shall supervise programs and events for the Standing Committees for which they are responsible per the PA vi. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vii. Shall supervise the room parent program for grades K 5. viii. Shall consult and receive approval from the Lower School Head prior to all events or activities. ix. Shall ensure room parents are aware of proper PA procedures at the start and as necessary throughout the school year. x. Shall ensure all room parents are aware of proper PA expenditure and reimbursement procedures. xi. Shall instruct room parents to work closely with their teachers and receive approval from them prior to all events or activities. xii. Shall coordinate faculty appreciation matters for grades K 5. xiii. Shall coordinate with room parents to regularly update and monitor the Shutterfly classroom websites throughout the school year. xiv. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. xv. Shall delegate the foregoing authority as needed. xvi. Shall promote and support PA fundraising events. xvii. Shall support transition to incoming PA Lower School Vice President. xviii. Term is one year. f. Preschool/Pre-K Vice President i. Shall report to the PA President. ii. Shall be a parent or guardian of a student in Preschool and/or Pre-K. i iv. Shall add relevant notes and documents throughout the year to the PA v. Shall supervise programs and events for the standing committees for which they are responsible per the Page 5 of 19

6 vi. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vii. Shall coordinate faculty appreciation matters for Preschool and Pre-K. viii. Shall supervise the room parent program for Preschool and Pre-K. ix. Shall ensure room parents are aware of proper PA procedures at the start and as necessary throughout the school year. x. Shall ensure all room parents are aware of proper PA expenditure and reimbursement procedures. xi. Shall consult and receive approval from the Preschool Head prior to all events or activities. xii. Shall coordinate with room parents to regularly update and monitor the Shutterfly classroom websites throughout the school year. xiii. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. xiv. Shall delegate the foregoing authority as needed. xv. Shall promote and support PA fundraising events. xvi. Shall support transition to incoming PA Preschool/Pre-K Vice President. xvii. Term is one year. g. Treasurer i. Shall report to the PA President. to the PA iv. Shall supervise programs and events for the standing committees for which they are responsible per the PA v. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vi. Shall attend monthly PA general membership meetings and present a monthly treasurer s report to the PA board. Page 6 of 19

7 vii. Shall attend additionally scheduled PA executive board meetings and present report(s) as necessary. viii. Shall communicate accurate event budgets to PA executive board members. ix. Shall ensure that procedures are in place to accurately account for revenue and expenditures for all PA related sales and committee activities. x. Shall authorize all disbursements of PA funds after obtaining the PA President s approval. xi. Shall work with the PVS business office to ensure procedures are in place to accurately account for all PA revenue and expenditures. xii. Shall receive from the PVS business office a monthly statement of deposits and expenditures prior to preparing the monthly PA Treasurer s Report. xiii. Shall maintain copies of all expense documentation, deposit records and monthly reports for PA Treasurer Records. xiv. Shall promote and support PA fundraising events. xv. Shall support transition to incoming PA Treasurer. xvi. Shall provide all records to the newly elected PA Treasurer at the end of the fiscal year (June 30). xvii. Term is one year. h. Secretary i. Shall report to the PA President. to the PA iv. Shall supervise programs and events for the standing committees for which they are responsible per the PA v. Shall annually review, revise and update position binders for the standing committees they are responsible per the PA vi. Shall keep accurate and complete minutes of all PA executive board and general membership meetings. Page 7 of 19

8 vii. Shall prepare and present the previous months minutes, the meeting agenda and any other required documents for monthly PA general membership and/or executive board meetings. viii. Shall work with the PA President and PA Executive Board to ensure PA documents (Guidelines, organizational chart, job descriptions, calendar, contacts, etc.) are kept current throughout the year. ix. Shall attend monthly PA general membership meetings, additionally scheduled executive board meetings and make reports as necessary. x. Shall promote and support PA fundraising events. xi. Shall support transition to incoming PA Secretary. xii. Term is one year. 5. Phoenix Gala Chair i. Shall regularly report to the PV Head of School and the PA President. ii. Shall work closely with the PVS Development Director during all stages and planning and implementation. i iv. Shall add relevant notes and documents throughout the year to your PA v. Shall develop a responsible budget. vi. Shall identify a venue and negotiate all necessary contracts for the annual event. vii. Shall obtain the Head of School s approval and signature on all contracts. viii. Shall develop creative marketing strategies for encouraging increasing levels of sponsorship and community wide participation. ix. Shall promote and oversee procurement of all online and live auction items. x. Shall consult with the PVS Development Director on the design and development of invitations, the event program and other related visual, printed and online marketing materials. xi. Shall obtain approval from the Head of School for all expenditures. Page 8 of 19

9 xii. Shall maintain accurate records of all sponsorships, donations and expenditures. xiii. Shall maintain accurate records and copies of all related contracts, invoices and receipts. xiv. Shall build and oversee the necessary team of volunteers and keep them well informed. xv. Shall attend monthly PA general membership board meetings xvi. Shall attend PVS Board of Trustees - Development Committee meetings when requested. xvii. Shall be available to train and support the incoming Gala Chair. xviii. Term is one year. 6. Standing Committee Chairs a. Fundraising Coordinator i. Shall report to the PA Treasurer. to the PA iv. Shall supervise all fundraising events intended to support the PA. v. Shall work with PA Volunteer Coordinator to recruit volunteers. vi. Shall supervise and support event parent volunteers. vii. Shall attend event committee meetings as necessary. viii. Shall maintain accurate records and ensure PA financial procedures are completed in a timely manner. ix. Shall ensure all committee members/volunteers are aware of proper PA expenditure and reimbursement procedures. x. Shall attend monthly PA general membership board meetings xi. Shall support transition to incoming PA Fundraising Coordinator. xii. Term is one year. b. Hospitality Coordinator i. Shall report to the PA Secretary. Page 9 of 19

10 to your PA iv. Shall plan and implement teacher appreciation luncheons during parent-teacher conferences. v. Shall coordinate the refreshments/decorations for PA meetings such as Town Halls, Breakfast with the Head, etc. vi. Shall work with the Volunteer Coordinator to recruit the necessary team of volunteers. vii. Shall attend monthly PA general membership board meetings viii. Shall maintain accurate record of all invoices and expenditures. ix. Shall follow the proper procedures in a timely manner for all PA expenditure and reimbursement requests. x. Shall ensure all volunteers are aware of proper PA expenditure and reimbursement procedures. xi. Shall promote and support PA fundraising events. xii. Shall support transition to incoming PA Hospitality Coordinator. xiii. Term is one year. c. Grade Level Room Parent Middle School Grades 6 8 i. Shall report to the PA Middle School Vice President. ii. Shall be a parent or guardian of a student in grades 6 8. i iv. Shall add relevant notes and documents throughout the year to the PA v. There shall be one room parent per grade. vi. Shall work with the PA Middle School Vice President and the Upper School Vice President to plan and coordinate PA sponsored events that involve Middle and Upper School students. vii. Shall consult and receive approval from the Middle School Head prior to all events or activities. Page 10 of 19

11 viii. Shall ensure room parents are aware of proper PA procedures at the start of the school year. ix. Shall instruct room parents to work closely with their teachers and receive approval from them prior to all events or activities. x. Shall consult with the Middle School Head to determine room parents for each grade level. xi. Shall keep accurate financial records of any class expenditures sponsored by the Parent Association. xii. Shall promote and support PA fundraising events. xiii. Shall attend monthly PA general membership board meetings xiv. Term is one year. d. Library Coordinator i. Shall report to the PA Lower School Vice President. to the PA iv. Shall coordinate with and ensure the Lower School Head is fully informed of all library activities. v. Shall obtain prior approval from the Lower School Head for all expenditures and purchases. vi. Shall promote and support PA fundraising events. vii. Shall attend monthly PA general membership board meetings viii. Shall support transition to incoming Library Coordinator. ix. Term is one year. e. New Families Coordinator i. Shall report to the PA Executive Vice President. to your PA iv. Shall develop and coordinate the Ambassador Program for new families beginning in May. Page 11 of 19

12 v. Shall work with PA Volunteer Coordinator to recruit returning families that want to serve as ambassadors to new families. vi. Shall work with the PA Executive Vice President to organize the New Families Night event at the start of the school year. vii. Shall work with the PVS Admissions Director throughout the school year as new families arrive. This will require good communication with the Admissions Director. viii. Shall attend monthly PA general membership board meetings ix. Shall promote and support PA fundraising events. x. Shall support transition to incoming PA New Families Coordinator. xi. Term is one year. f. Odyssey of the Mind Primary and Division I Coordinators i. Shall report to the Lower School Vice President. to your PA iv. Shall work with a faculty advisor to coordinate and promote the Odyssey of the Mind program in kindergarten to second grade (Primary Division), and third to fifth grade (Division One). v. Shall actively recruit new parent and/or teacher volunteers (coaches/assistant coaches) for the Odyssey of the Mind program. vi. Shall provide overall support and guidance to coaches/assistant coaches. vii. Shall support coaches/assistant coaches with preparation of necessary material relevant to Odyssey of the Mind Tournament. viii. Shall maintain the Odyssey of the Mind handbook designed to capture best practices and how-to guidelines. ix. Shall oversee financial expenditures associated with the Odyssey of the Mind program. x. Shall work closely with the Lower School Head to coordinate the Odyssey of the Mind program. xi. Shall promote and support PA fundraising events. Page 12 of 19

13 xii. Shall attend monthly PA general membership board meetings xiii. Shall support transition to incoming Odyssey of the Mind Coordinator. xiv. Term is one year. g. Room Parent (Grades Preschool 8) i. Shall report to the designated PA Executive Board Vice President for their division according to the PA organizational chart. to your PA iv. Shall keep accurate records of the distribution of class funds as related to class projects and activities including those sponsored by the Parent Association. v. Shall follow the proper procedures in a timely manner for all PA expenditure and reimbursement requests. vi. Shall ensure all volunteers are aware of proper PA expenditure and reimbursement procedures. vii. Shall promote and support Parent Association and school fundraising events. viii. Shall attend monthly PA general membership board meetings, regularly scheduled room parent meetings, and make reports as necessary. ix. Term is one year. h. Scrip Coordinator i. Shall report to the PA Treasurer. to your PA iv. Shall coordinate Scrip sales and e-scrip registration. v. Shall deliver purchased Scrip cards within a week. vi. Organize monthly sale of Scrip cards on the first Friday of each month. vii. Shall maintain full and accurate financial records. Page 13 of 19

14 viii. Shall make a list of all sales cash, check or credit card and deliver it to PA Treasurer for deposit. ix. Shall provide a full and accurate report to the PA Treasurer each month prior to the monthly PA general membership board meeting. x. Shall ensure all volunteers are aware of proper PA expenditure and reimbursement procedures. xi. Shall promote and support PA fundraising events. xii. Shall attend monthly PA general membership board meetings xiii. Shall support transition to incoming PA Scrip Coordinator. xiv. Term is one year. i. Social Events Coordinator i. Shall report to the PA Executive Vice President. to your PA iv. Shall supervise specific annual PA sponsored events not intended to raise funds for use by the Parent Association. v. Shall work with PA Volunteer Coordinator to recruit volunteers for events as necessary. vi. Shall appoint event chairs as necessary. vii. Shall attend event committee meetings as necessary. viii. Shall maintain accurate records and copies of all related contracts, invoices and receipts. ix. Shall follow the proper PA procedures in a timely manner for all PA expenditure and reimbursement requests. x. Shall ensure all committee chairs, members, and volunteers are aware of proper PA expenditure and reimbursement procedures. xi. Shall promote and support PA fundraising events. xii. Shall attend monthly PA general membership board meetings xiii. Shall support transition to incoming PA Social Events Coordinator. xiv. Term is one year. j. Spirit Café Coordinator Page 14 of 19

15 i. Shall report to the PA Upper School Vice President. to your PA iv. Shall organize and coordinate all activity related to the PA Spirit Café. v. Shall work with the PA Volunteer Coordinator to recruit the necessary team of volunteers. vi. Shall ensure all volunteers are aware of proper PA expenditure and reimbursement procedures. vii. Shall ensure that the team is fully informed and trained in the proper PA financial and operational procedures. viii. Shall maintain full and accurate financial records. ix. Shall balance cash drawer daily, on Friday deliver the cash envelope to PA Treasurer for deposit. x. Shall provide a full and accurate report to the PA Treasurer each month prior to the monthly PA general membership board meeting. xi. Shall promote and support PA fundraising events. xii. Shall attend monthly PA general membership board meetings xiii. Shall support transition to incoming PA Spirit Café Coordinator. xiv. Term is one year. k. Spirit Store Coordinator i. Shall report to the PA Treasurer. to your PA iv. Shall organize and coordinate all activity related to the PA Spirit Store. v. Shall work with the PA Volunteer Coordinator to recruit the necessary team of volunteers. vi. Shall ensure that the team is fully informed and trained in the proper financial and operational procedures. vii. Shall maintain full and accurate financial records. Page 15 of 19

16 viii. Shall make a list of all sales cash, check or credit card and deliver it to PA Treasurer for deposit. ix. Shall provide a full and accurate report to the PA Treasurer each month prior to the monthly PA general membership board meeting. x. Shall promote and support PA fundraising events. xi. Shall attend monthly PA general membership board meetings xii. Shall support transition to incoming PA Spirit Store Coordinator. xiii. Term is one year. l. Used Uniform Sales Coordinator i. Shall report to the PA Secretary. to your PA iv. Shall organize and coordinate all activity related to the sale of used uniforms on campus. v. Shall work with the PA Volunteer Coordinator to recruit the necessary team of volunteers. vi. Shall insure that the team is fully informed and trained in the proper financial and operational procedures. vii. Shall maintain full and accurate financial records. viii. Shall make a list of all sales cash, check or credit card and deliver it to PA Treasurer for deposit. ix. Shall provide a full and accurate report to PA Treasurer each month prior to the monthly PA general membership board meeting. x. Shall promote and support PA fundraising events. xi. Shall attend monthly PA general membership board meetings xii. Shall support transition to incoming PA Used Uniform Sales Coordinator. xiii. Term is one year. m. Volunteer Coordinator i. Shall report to the PA Executive Vice President. Page 16 of 19

17 to the PA iv. Shall compile a list of parents/guardians willing to volunteer their time and/or services to promote and assist with PA events and activities. v. Shall work with the PA board and individual event chairs to provide them the necessary volunteers. vi. Shall work with the PA Executive Vice President to plan, organize and implement the annual Volunteer Appreciation event in June. vii. Shall promote and support PA fundraising events. viii. Shall attend monthly PA general membership board meetings ix. Shall support transition to incoming PA Volunteer Coordinator. x. Term is one year. 7. Nominations and Elections a. The Nominating Committee i. The Nominating Committee shall be chaired by the Parent Association President, who shall serve without vote, and seven (7) appointed members who represent the interests of the lower, middle and upper school communities. ii. The seven (7) members shall consist of the following: 3 members from grades preschool 5, 2 members from grades 6 8 and 2 members from grades b. Eligibility i. Only members of the Parent Association are eligible to serve on the nominating committee. ii. Any member of the Parent Association, including executive officers and the nominating chairperson, can nominate a member for nominating committee by notifying the nominating committee chairperson. iii. Members of the nominating committee are eligible for any PA board position; subject to eligibility requirements as stated in these Guidelines. Page 17 of 19

18 c. Election and Installation of Executive Board and Standing Committee Chairs i. The Slate. The Nominating Committee shall prepare a slate of candidates, nominating a candidate for each Executive Board and Standing Committee Chair. ii. Notification of Election. The slate will be sent to all members. Any member can vote by marking the vote selection on the ballot, signing the ballot, and returning it to the school administrative office at least 48 hours prior to the May Parent Association Meeting. Non-returned ballots are considered a yes vote. The date for the final opportunity to vote on adoption of the slate will be the May Parent Association general membership meeting. iii. Additional Nominations. Any member of the Association may make additional nominations to the Nominating Committee slate, by submitting the nomination in writing accompanied by a letter of consent from the nominee. Both letters must be received by the Nominating Committee chairperson at least forty-eight (48) hours prior to the April PA general membership meeting. iv. Vote. Executive Board and Standing Committee Chairs may be elected by the adoption of the slate presented by the Nominating Committee. The votes for the slate are calculated at the May PA general membership meeting. The results are announced at that meeting. In the event of a tie, the Nominating Committee Chairperson shall cast the deciding vote. If the slate is adopted, the term of the new Parent Association Boards begins upon the announcement of the results. v. All existing Standing Committee Chairs will continue their work until the end of the school year. All outgoing officers will provide a smooth transition to the new incoming officers. d. Vacancies Page 18 of 19

19 i. Any vacancy in office because of resignation or inability to serve shall be filled by the Executive Board for the unexpired portion of the term. However, should a vacancy occur in the office of the President, the Executive Vice-President shall immediately assume the office. Should a vacancy occur in the office of Executive Vice President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein. e. Terms of Office for Executive Board and Standing Committee Chairs i. Executive Board: One year commencing with the May Parent Association Election Meeting. Not to exceed two (2) consecutive years in the same position. ii. Standing Committee Chairs: One year commencing with the May Parent Association Election Meeting. Not to exceed three (3) consecutive years in the same position or at the discretion of the Parent Association Executive Board. f. Eligibility for Executive Board i. Shall have been a member of a Standing Committee or a room parent within the prior 2 school years. ii. Except for the positions of President and Executive Vice President, spouses of members of the Board of Trustees are eligible for Parent Association Board positions. g. Eligibility for Standing Committee Chairs i. Shall have prior involvement on a committee or as a room parent within the last 2 school years. ii. Shall not report to an executive board member where the committee chair and executive board member are related by blood or marriage (including domestic partners). 8. Amendments a. These Guidelines, or any part thereof, may be amended by a two-thirds vote of the membership present at any general meeting of the Association. Written notice of intent to amend the Guidelines must be submitted at least one week prior to the meeting. Page 19 of 19