Board Position Description – 2018-2019

As we start recruiting for our board positions for the 2018-2019 school year, we have created a document of roles and responsibilities with the intent of building a better BALANCE of expectations for our volunteers. We understand that our teachers and parents are exceptionally busy people, and we continually strive to create a structure where our community feels empowered by their volunteering, sees true value in participating, has partners to rely on and works within a collaborative framework.

Responsibilities, goals, and expectations are laid out for our leadership roles in the pages ahead, however we ask you to read this with an open mind, understanding that these are guidelines and that the workflow can be changed depending on your team and what balance might work best for you. Please know that other volunteer roles such as committees, resource agents, and task volunteer roles will also present themselves throughout the year.

Thank you for your time, talent and consideration! Our community is blessed to have you.


Position Descriptions – full descriptions 
Organizational Flowchart

High Level Descriptions:

(read link above for more detailed information on goals, time commitment, skills, etc.)

EXECUTIVE BOARD

  • PRESIDENT  (Officer + Executive Board) – As the leader of the APT, the president provides guidance to create partnerships within the school community, fosters an environment where parent involvement is encouraged and respected, runs effective programs to support the Cocopah community, ensures funds are managed to meet the APT’s mission, and supports membership growth and retention.
  • PRESIDENT ELECT (Officer + Executive Board) – The President Elect is effectively learning from the President with the intent to take over for the president in a subsequent year. It is a vital leadership role in which much of their time is spent supporting committees and getting to know volunteers and administration.
  • SECRETARY (Officer + Executive Board) – The secretary is an officer of the corporation, and as such has a legal obligation to keep and maintain the corporation records. Must attend each board and general meeting, take notes and write up the minutes. Must ensure minutes are approved and then filed with the company records. Must record all resolutions passed by the board/general meeting if passed outside of a meeting (eg. by unanimous email). Give, or ensure, notice of meetings is given. Other responsibilities of the APT Secretary may include: maintaining and updating job descriptions of each APT position; sending these to prospective APT Board Members.
  • TREASURER (Officer + Executive Board) – The APT Treasurer is the authorized custodian of the Association’s funds, is responsible for all deposits and withdrawals and is required to keep completed and accurate records of all transactions.
  • STAFF LIAISON (Executive Board) – Support the relationship between the Cocopah Staff and the APT by serving as liaison.
  • EDUCATION VICE PRESIDENT(S) (Executive Board) – Supports and promotes education-focused efforts on campus, in the classroom and with parents.
  • COMMUNICATION VICE PRESIDENT(S) (Executive Board) – Supports and oversees all necessary APT communication within the community. Messages need to be thoughtful, relevant, clear, and timely, in addition to being strategically distributed so people feel informed and connected.
  • COMMUNITY VICE PRESIDENT(S) (Executive Board) – Supports all general community-driven efforts to facilitate strong relationships and nurtures a positive Cocopah image within the greater community.
  • FUNDRAISING VICE PRESIDENT(S) (Executive Board) – Supports and promotes fundraising-focused efforts within our community to pay for committed needs and obligations.
  • VOLUNTEER VICE PRESIDENT(S) (Executive Board) – Supports participation efforts helping to recruit, organize and place all volunteers in roles that are effective and rewarding.
  • ADVISOR(S) (Executive Board) – Support the President and other board members by being available to answer questions, give history, and provide advice on items that come up throughout the school year. Understanding that prior APT knowledge can be powerful, we would like to continue learning from our new incoming parents as they get to learn more about their new school. These advisor positions are low commitment, yet important roles for us to retain APT knowledge.

THE BOARD

  • 6th GRADE EVENT CO-CHAIR (Education Focus) – Lead an education-focused grade level event to help parents connect with their students’ education. The ideal volunteers in this role will be passionate about education, organized, and enjoy event planning.
  • 7th GRADE EVENT CO-CHAIR (Education Focus) – Lead an education-focused grade level event to help parents connect with their students’ education. The ideal volunteers in this role will be passionate about education, organized, and enjoy event planning.
  • 8th GRADE EVENT CO-CHAIR (Education Focus) – Lead an education-focused grade level event to help parents connect with their students’ education. The ideal volunteers in this role will be passionate about education, organized, and enjoy event planning.
  • SCHOOLWIDE EVENT CO-CHAIR (Education Focus) – Lead an education-focused schoolwide event to help parents connect with their students education. The ideal volunteers in this role will be passionate about education, organized, and enjoy event planning.
  • 8th GRADE END OF YEAR EVENTS CO-CHAIR(S) (Education Focus) – Lead activities that celebrate our 8th grade students’ accomplishments and time spent at Cocopah. The ideal volunteers in this role will be passionate about education, organized, understand 8th graders, and enjoy event planning.
  • APT E-NEWSLETTER CO-CHAIR(S) (Communication Focus) – Tech savvy communicators help keep our community informed by compiling a bi-weekly email with APT updates, upcoming events, things to know, and links to more information for necessary items. The ideal volunteers in this role will be organized, communicative, creative, and possess great computer skills.
  • APT PRINTED NEWSLETTER CO-CHAIR(S) (Communication Focus) – Help keep our community informed by compiling a printed monthly newsletter with APT updates, upcoming events, things to know, and links to more information for necessary items. The ideal volunteers in this role will be organized, communicative, creative, and possess great computer skills.
  • WEBMASTER CO-CHAIR(S) (Communication Focus) – Digital communicators keep our community informed by posting latest announcements with APT updates, upcoming events, things to know and links to more information for necessary items. The ideal volunteers in this role will be organized, communicative, creative, and possess great computer skills.
  • SOCIAL MEDIA CO-CHAIR(S) (Communication Focus) – Savvy communicators help keep our community informed by posting APT updates, upcoming events, things to know, volunteers at work, and links to more information for necessary items. The ideal volunteers in this role will be communicative, creative, and possess great computer/smartphone skills.
  • PARENT MARKETING COMMITTEE REP / SUSD COMMUNICATIONS (Communication Focus) – Attend SUSD Parent Communication meetings to learn about upcoming district events, resources and opportunities for our school. The ideal volunteers in this role will be communicative, outgoing, and possess good people skills.
  • STUDENT DIRECTORY CO-CHAIR(S) (Communication Focus) – Help to keep our community connected to one another by maintaining our online school directory. The ideal volunteers in this role will be organized, communicative, detail oriented, and possess great computer skills.
  • DIRECTORY ADVERTISING CO-CHAIR(S) (Communication/Fundraising Focus) – Help offset the costs for our online directory by promoting the opportunity for companies and individuals to place ads within our directory. The ideal volunteers in this role will be organized, communicative, detail oriented, and possess great computer skills.
  • TAX CREDIT MARKETING CO-CHAIR(S) (Communication Focus) – Assist school administrators with reminding parents about the benefits in participating in The Tax Credit Program at key times through the year. A creative individual who enjoys flyer design would be ideal for this position.
  • ONLINE FORMS CO-CHAIR(S) (Communication Focus) – Help facilitate easier record keeping and online payments by creating online forms for our organization. A tech savvy person who understands spreadsheets and databases would be ideal for this position.
  • GRADE LEVEL REPRESENTATIVES (Communication Focus) – Provide a communication link between teachers and administrators, the APT, and grade-level parents. Work with teachers and administration to recognize and address campus events as they happen and communicate relevant information to grade-level parents. The ideal volunteers in this role will be communicative, available for a monthly afternoon meeting, and understanding of our parent population.
  • ORIENTATION CO-CHAIR(S) (Community Focus) – Help our school administration facilitate the Back-To-School Orientation. Work closely with APT President to coordinate one of our largest school-attended events and foster that back to school energy to kick start a successful school year. The ideal volunteers in this role will be organized, resourceful, and enjoy planning events.
  • LARGE STUDENT EVENT CO-CHAIR(S) (Community Focus) – This fun-filled community-building event is for students and teachers to have some time together outside of the classroom. Initially this was two separate events – The Carnival and Celebrate Cocopah, however we combined the two events to make the Mustang Stampede and parents in 2017 were invited to join the second half of the celebrations. This event is constantly evolving and we are always open to new ideas. The ideal volunteers in this role will be organized, resourceful, and enjoy planning student friendly events.
  • LARGE COMMUNITY EVENT CO-CHAIR(S) (Community Focus) – This fun filled community building event is for the entire community to have spend time together. Initially this was two separate events – The Carnival and Celebrate Cocopah, however we combined the two events to make the Mustang Stampede and parents in 2017 were invited to join the second half of the celebrations. This event is constantly evolving and we are always open to new ideas. The ideal volunteers in this role will be organized, resourceful, and enjoy planning events.
  • SITE COUNCIL REP (Community Focus) – Site Council Meetings are held monthly to discuss school planning goals and use of tax credit funding. The ideal volunteer in this role will be communicative, available for a monthly meeting, and have a firm understanding of the school community.
  • PARENT COUNCIL REP (Community Focus) – Parent Council Meetings are generally held monthly to discuss district issues and policies. The ideal volunteer in this role will be communicative, available for a monthly meeting, and have a firm understanding of our school community.
  • SCHOOL RELATIONS REP (Community Focus) – This role will help our organization network with other organizations in our area and have a better understanding of what is happening in the greater community. The ideal volunteer in this role will be communicative, available for a periodic meeting, and have a firm understanding of the school community.
  • SUSD REP (Community Focus) – Help keep our APT informed and participate in any district-level meetings that arise. The ideal volunteer in this role will be communicative, available for a monthly meeting, and have a firm understanding of our school community.
  • CHAPARRAL LEARNING COMMUNITY REP (Community Focus) – Help keep our APT informed and participating within our elementary and high school learning communities. The ideal volunteer in this role will be communicative, available for a bi-monthly meeting, and have a firm understanding of our school community.
  • STUDENT COUNCIL (STUCO) REP (Community Focus) – Help keep our APT informed with Student Council Events and possible needs. The ideal volunteer in this role will be communicative and have a firm understanding of our school community. It might also be helpful if they have a student in STUCO, but not necessary.
  • MEMBERSHIP DRIVE CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs, APT President, Treasurer, and Communication VPs to coordinate one of our largest school fundraisers to kick start the new school year. The ideal volunteers in this role will be organized, resourceful, creative, and enjoy communicating with parents.
  • LARGE COMMUNITY EVENT CO-CHAIR(S) (Fundraising Focus) – This fun filled community-building event is for the entire community to have spend time together and raise money while doing it. Initially this was Celebrate Cocopah, however we combined the two events to make the Mustang Stampede and parents in 2017 were invited to join the second half of the celebrations. Elements to it can include a silent auction, basket raffle, or something else. This event is constantly evolving and we are always open to new ideas. The ideal volunteers in this role will be organized, resourceful, and enjoy planning events.
  • ONLINE AUCTION SALES CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs and President Elect to coordinate one of our largest school fundraisers. Strategically request and build amazing auction items and packages that are attractive to our community. The ideal volunteers in this role will be organized, resourceful, and enjoy networking with businesses.
  • ONLINE AUCTION SOFTWARE CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs and President Elect to coordinate one of our largest school fundraisers to post all auction items online. The ideal volunteers in this role will be organized, descriptive, creative, and possess great computer skills.
  • SCHOOL STORE CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs and President Elect to coordinate our school store. The ideal volunteers in this role will be detail oriented, resourceful, creative, and enjoy retail sales.
  • COMMUNITY FUNDRAISERS CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs and President Elect to coordinate dates and locations of possible opportunities. The ideal volunteers in this role will be resourceful and enjoy planning events.
  • PASSIVE FUNDRAISERS CO-CHAIR(S) (Fundraising Focus) – Work closely with Fundraising Chairs and Communication VPs to promote everyday fundraising opportunities. The ideal volunteers in this role will be organized, detail oriented and communicative.
  • HOSPITALITY / STAFF APPRECIATION CO-CHAIR(S) (Volunteer Focus) – Help spread some love to our Cocopah staff throughout the year by spearheading our appreciation events… that include breakfasts, lunches, treats and gifts. Work closely with Volunteer VPs to secure donation requests and help let our treasured staff how much we appreciate their everyday efforts.
  • PICTURE DAY VOLUNTEERS (Volunteer Focus) – Work closely with Volunteer VPs to make sure we have volunteers to help teachers out with this day.

 

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