Hello Dear EVCS Parents,
As the end of June and the end of the school year are rapidly approaching (faster, maybe, for some of us parents of 5th graders) we still have a few important things left to do as The PA.
One biggie is to elect the Executive Board for next year. Our elections will be held at the May 23rd PA meeting (8:40AM) which is also our last regular PA meeting. So far the nominations we’ve received for all three positions are in the range of zero to no nominations.
Soooo, I thought it a good idea to send out a little more information for those of you who are considering stepping up and those who might not yet have considered it. The PA is made up of every parent and legal guardian of an EVCS student. Everyone is automatically a voting member and there are no mandatory dues (only voluntary suggested donations). Our PA is a critical fundraising and active community-building organization that helps make EVCS the special place it is. We support all the students and educators at EVCS through many different ways.
To help us stay organized and productive, we need our Executive Board. The board is comprised of the three mandatory elected officers; President, Treasurer and Secretary and the Chairs of the standing Committees. If we don’t elect a president, treasurer and secretary, we are not a functioning body. Each Executive board position (elected or committee chair) can be shared by two people, which is whole heartedly encouraged! Being part of the Executive is rewarding and fun. No previous experience is necessary, you just need a minimum amount of time, a strong commitment to seeing the job through and a somewhat flexible schedule. Also- not mandatory, but it helps- you should generally like EVCS, want to help participate in our events and preferably like working with other people. For the elected officers, the term is 1 year and there is a 2 term limit.
Please contact the nominating committee and/ or the current officers with any questions! (See below for job descriptions) Nominate yourself or someone here: https://goo.gl/forms/knEIya7FlU1RIsHI3
You can do this!
your current PA President
The president presides at all PA meetings (Exec. and General), attends SLT and D1 Presidents Council meetings and is an “ex-officio” member of all the standing committees. In other words, the president organizes and runs the 2 monthly PA meetings; the Exec (Wednesdays 8:45-10am) and the General PA (Wednesdays-alternating morning and evening times). These usually run 1 1/2 – 2 hours long depending on how much needs to be covered. The president works with the Secretary and other committee chairs to set the meeting’s agenda, announce the meeting, encourage attendance and organize childcare etc, if needed.
In addition, The president is a mandatory member of the School Leadership Team that meets once a month (Thursdays 3:30-4:30pm). And the president attends the monthly District 1 Presidents Council meetings that are held on a Friday morning 9-10:30AM usually at PS20. The President should attend and participate, as much as possible, in all the various committee meetings, events, and/or collaborate with and support the committee chairs. For Co-Presidents, only one will serve on SLT for the year, this seat can’t be shared, but co presidents can alternate or share running the other meetings if it is conducive. The president also attends a pre-school-year budget planning meeting in August with the Treasurer and Principal Bradley.
(Minimum time: 5-6 hours / month at morning meetings, 2 hours/ month afternoon meetings, 1-2 hours/ month evening meetings, 4-5 hours/ month prep and other meetings. 12-14 hours / month)
The Secretary keeps the minutes (official record) at the Executive and General PA meetings and then posts them on our website. They are responsible for printing the meeting agendas, treasury reports and sign-in sheets as well as collecting and keeping the attendance and voting records at these meetings. The secretary works with the President to set and organize the meeting agendas, and is an active participant at the meetings. The secretary also helps confirm the meeting calendar and room permits with the office.
(Minimum time: 2-4 hours/ month for Exec. morning meetings, 2-3 hours/ month for General PA, mostly mornings, a few evenings, 1-2 hours/ month prep and post work. 5-6 hours / month)
The Treasurers are responsible for all the financial activity of the PA. The treasurer with the executive board prepares a running budget for the year. They maintain and keep updated books and share the financial statements at each monthly meeting (Exec and General). The PA uses the Quickbooks program. The treasurer is responsible for tracking, recording and making deposits after any fundraising event. They are responsible for tracking, recording and depositing direct contributions as well as tracking all online contributions, purchases, and payments. Treasurers are responsible for making the payments (by check) to PA hired vendors and the school, as well as reimbursing members for approved PA purchases, thus they are signatories for the PA checking account. They need to be regularly available to provide these payments. The treasurer needs to manage direct contributions and the list of contributors. Our PA is a 501(c)3 charity, so our treasurers will provide donation confirmation letters to all eligible contributors in time for tax preparations. They also prepare and provide copies of the interim and annual financial reports. Treasures will also work with our hired accountant for tax documents and ensure we file. The treasurers also attend the pre-school-year budget planning meeting in August with the President and Principal Bradley. The treasurer also advises the various committees on their events and budgets. This job is best held by two individuals, but they can not be related / married to each other.
(Minimum time: 3-4 hours/ month for Exec, mornings, 2-3 hours/ month for General PA, mostly mornings, a few evenings. 2-3 hours/ month prep, updating books and trips to the bank. Total about 6-8hrs/month)