2021-03-07 Volunteer to serve on the TJ PTSA Executive Committee

Dear TJ Community,

It is time to select the TJ PTSA Executive Committee (EC) officers for the 2021-2022 academic year.

Please see the descriptions below for details on the roles and responsibilities of Executive Committee officers. You can also see the descriptions at this PDF. The TJ PTSA bylaws are at this link.

The PTSA is an important place to make a valuable contribution to the TJ community. Our PTSA enjoys the support of hundreds of volunteers for activities hosted by our many committees, including Health and Wellness, College Outreach and Diversity.

You will learn a lot about how TJ works, and you will make lifelong friends as you contribute to our dynamic TJ family.

  • If you would like to serve on the 2021-2022 EC please fill out this Google form: https://forms.gle/6AziWFxDrxsvbXw2A. 
  • The deadline for applications is Wednesday, March 17, 2021, 7 PM ET.

The TJ PTSA Nominating Committee will recruit candidates and conduct online interviews. When it is finished with its interviews, the committee will present its report and slate of recommended candidates to the membership at the next general PTSA meeting. If we cannot meet in person, we will vote online.

Only TJ PTSA members may serve on the PTSA EC, so if you are not a 2020-2021 member and wish to serve (and vote), please purchase a 2020-2021 membership in AtoZ (https://tjptsa.org/join)

Sincerely,

TJ PTSA  Nominating Committee

Important Dates

  1. March 17: Deadline for receiving nominations.
  2. March 18 – March 21: Nominating Committee will contact applicants to schedule interviews for the week of March 22-28.
  3. March 22 – March 28: Interview candidates. (In blocks of time.)
  4. March 28: Nominating Committee Vote to select slate of candidates. 
  5. March 31: Submit slate and biographies to the TJ PTSA Executive Committee for presentation to the TJ PTSA membership. After this point self-nominations will be open to all members, and then then 30 days later the vote for officers will happen.

Duties of the Officers of the Executive Committee 
of the TJHSST PTSA Academic Year 2021-2022

  1. President: (Official Bylaws Description) 
    1. Preside at all meetings of this local PTA/PTSA 
    2. Coordinate the work of the officers and committees of this local PTA/PTSA in order that the purposes may be promoted. 
    3. Submit this local PTA/PTSA officers’ contact information form and verification of this local PTA/PTSA’s employer identification number (EIN) to the Virginia PTA state office immediately upon election of officers annually; 
    4. Perform such other duties as may be prescribed in these bylaws;
    5. Serve as an ex officio member of all committees of this local PTA/PTSA except the nominating committee; 

Additional duties not explicitly stated in Bylaws 

  1. Expected to attend all PTSA meetings and events; 
  2. Primary Liaison with TJ Principal, staff and faculty;
  3. Voting member of the TJ Partnership Fund Board of Directors, thus expected to  attend all TJ Partnership Fund meetings; 
  4. Call special meetings of the Executive Committee Board as needed; 
  5. Develops, in conjunction with the executive committee, goals for the association  for presentation to the executive board and voted on at the first general  membership meeting 

Expected time commitment: 10 – 15 hours/week 

  1. President-Elect: (Official Bylaws Description) 
    1. Act as aide to the president; 
    2. Perform duties of the president in the absence or inability of that officer to act; 
    3. Understand that by accepting the nomination of president-elect, they agree to automatically succeed to the office of president at the end of their term as president-elect;
    4. Perform other delegated duties as assigned. 

Additional duties not explicitly stated in Bylaws 

  1. Encouraged to attend all PTSA meetings and events to understand processes for  when he or she assumes duties as president 

Expected time commitment: 5 hours/week

  1. First Vice President: (Official Bylaws Description) 
    1. Primarily responsible for all training; 
    2. Act as aide to the president; 
    3. In their designated order, perform the duties of the president and/or president-elect in the absence or inability of those officers to act; 
    4. Act as liaison to school organizations and PTSA committees as agreed upon by the president; 
    5. Perform other delegated duties as assigned 

Additional duties not explicitly stated in Bylaws 

  1. Expected to attend all PTSA meetings and events; 
  2. Oversees volunteers;
  3. Primary liaison to the Directory, Jefferson Learning Community, Health & Wellness, and Reflections and Hospitality committees  

Expected time commitment: 10 – 15 hours/week 

  1. Second Vice President: (Official Bylaws Description) 
    1. Primarily responsible for fundraising; 
    2. Act as aide to the president; 
    3. In their designated order, perform the duties of the president and/or president-elect in the absence or inability of those officers to act; 
    4. Act as liaison to school organizations and PTSA committees as agreed upon by the president; 
    5. Perform other delegated duties as assigned 

Additional duties not explicitly stated in Bylaws 

  1. Expected to attend all PTSA meetings and events; 
  2. Oversees budget and membership; 
  3. Primary liaison to the Academic, Faculty Support, Free Money, and Government Relations committees.

Expected time commitment: 10 hours/week

  1. Recording Secretary: (Official Bylaw Description) 
    1. Record the minutes of all meetings of the local PTA/PTSA; 
    2. Keep the official copy of the local PTA/PTSA bylaws in his/her files: 
    3. Maintain a membership list as required by the Virginia PTA; 
    4. Perform other delegated duties as assigned. 

Additional duties not explicitly stated in Bylaws: 

  1. Required to attend all PTSA meetings and executive committee meetings;
  2. Record action items from the executive committee meetings; 
  3. Submit draft meeting minutes to Executive Committee for review;
  4. Submit final meeting minutes to the Webmaster to post on the PTSA website. 

Expected time commitment: 5-10 hours/week 

  1. Corresponding Secretary: (Official Bylaw Description) 
    1. Conduct such correspondence as assigned; 
    2. Perform the duties of the recording secretary in the absence or inability of that  officer to act;
    3. Perform other delegated duties as assigned. 

Additional duties not explicitly stated in Bylaws: 

  1.  Expected to attend all PTSA meetings and events; 
  2. Coordinates and executes all communications from the PTSA; 
  3. Oversees This Week@ TJ; 
  4. Ensures that the PTSA website is up-to-date, and coordinates with Webmaster, as needed. 

Expected Time Commitment: 10 hours/week 

  1. Treasurer: (Official Bylaw Description) 
  1. Have custody of all funds and finances of the local PTA/PTSA; 
  2. Keep a full and accurate account of receipts and expenditures as described in these by laws; 
  3. Make disbursements as authorized by the president, executive board, or  general membership in accordance with the budget adopted by the general membership; 
  4. Have checks or vouchers signed by two (2) officers, preferably the treasurer and the president; 
  5. Present a written financial statement at every meeting of the local PTA/PTSA and at other times when requested by the executive board;
  6. Prepare an annual financial report at the close of the fiscal year; 
  7. Have the accounts examined according to the auditing procedures outlined in  these bylaws; 
  8. Submit a copy of the fiscal year-end audit report to the Virginia PTA state office within fifteen (15) days following the adoption of the audit by the membership; 
  9. Submit a 990N, 990EZ, or 990 form per IRS regulations. A copy of this form shall be sent to the Virginia PTA state office within fifteen (15) days of filing; 
  10. Remit by November 1 to the Virginia PTA state office, Virginia PTA and National PTA dues for membership received prior to November 1. Remit by December 1, dues received after November 1. Remit by March 1, dues received after December 1. Remit by June 30, all Virginia PTA and National PTA dues received after March 1. 
  11. Perform other delegated duties as assigned. 

Additional duties not explicitly stated in Bylaws:

  1. Required to attend all PTSA meetings to deliver the Treasurer’s Report; 
  2. Work extensively with PayPal online payment system and QuickBooks business  management software; 
  3. Work closely with membership chairs to keep up-to-date inventory of  memberships; 
  4. Run PayPal reports to track income as needed by the executive board; • Issue reimbursements to members in a timely manner; 
  5. Pay vendors in a timely manner; 
  6. Weekly or biweekly trips to TJ to retrieve PTSA mail and dispense of it  accordingly. 

Expected Time Commitment: 20 hours/week