Executive Board
Chairperson (Chair)
- The Chair will plan the meeting schedule, set the agenda, and preside over the PA meetings.
- The Chair will aim to email the agenda and post to social media the PA meeting agenda to the parent body a minimum of 2 days prior to the PA meeting.
- The Chair will have a minimum of 2 meetings per academic school year with the Executive Director to discuss PA activities and initiatives.
- The Chair will coordinate with the Vice Chair to communicate with the parent body through the SSCPS Weekly Update (and other communication methods as appropriate) to ensure that all parents are informed about the major activities and discussions of the PA.
- The Chair is the official spokesperson for the PA and as such will make reports report updates to the SSCPS Board of Trustees (BOT).
- The Chair will serve on the BOT for their full term of office.
- The Chair will write a year-end report in May and submit it to the incoming PA Officials, the BOT, and the entire school community.
- The Vice Chair will assist the Chair with PA meeting organization.
- The Vice Chair encouraged to attend the School Council meetings and act as liaison between the two groups.
- The Vice Chair will preside over PA meetings in the absence of the Chair or if the Chair decides to participate in a PA meeting discussion as a parent only.
- The Vice Chair will track any tabled discussion topics from PA meetings and ensure that they are referred to the appropriate group/person within the school or rescheduled for a future PA meeting. The Vice Chair will communicate these decisions to the parent(s) who first introduced the topics.
- Should the Chair be unable to attend a BOT meeting, the Vice Chair will attend the meeting in place of the Chair and present the PA report to the BOT. ▪ The Vice Chair is encouraged, but not required, to attend BOT meetings as an audience member.
- The Vice Chair will oversee all PA communication functions, including, but not limited to, weekly submissions to the SSCPS Weekly Update as needed and the dissemination of information to parents through appropriate channels (e.g., PA and school websites, and all-parent email blasts).
- The Secretary will take minutes of the PA meetings (to be approved at the subsequent PA meeting) and coordinate with the Chair and Vice Chair to ensure that the PA meeting times, agendas, and draft meeting minutes are communicated to the parent body thru email and social media posts within 1 week of meeting completion.
- Revisions to the draft minutes should be emailed to the Secretary. Revisions will be compiled and distributed a week prior to next meeting.
- The Secretary will maintain a PA record (paper and/or electronic) consisting of all PA important documents (e.g., Bylaws, minutes, agendas, how-to guides for PA Officials).
- The Secretary will ensure that the records are transferred to the incoming Executive Officers in May/June.
- The Treasurer will maintain detailed and accurate records of PA finances and will liaise with the SSCPS Director of Finance, to ensure that revenue and expenditure transactions are properly handled.
- The Treasurer will keep an updated financial report.
- The incoming Treasurer will work with other incoming and outgoing Executive Officers to create an Annual Budget for the PA and will present it during the second half of the June PA meeting.
- The Treasurer, in consultation with the Executive Board, will coordinate and oversee any requests for funding.
- The Treasurer will oversee the disbursement of funds approved by the PA and report these expenditures to the PA in a timely fashion.
- The Treasurer will submit a hand-off report in June and submit it to the outgoing and incoming Executive Officers.
Committees
Technology Committee: This committee is responsible for maintaining the PA website and broadcasting the in-person PA meetings via Zoom.
Fundraising Committee: This committee is responsible for raising funds for the Parents Association and South Shore Charted Education Foundation as needed.
Community Building: This committee is responsible for gathering parent volunteers for school and PA events and would work closely with the Fundraising Chair.
Fundraising Committee: This committee is responsible for raising funds for the Parents Association and South Shore Charted Education Foundation as needed.
Community Building: This committee is responsible for gathering parent volunteers for school and PA events and would work closely with the Fundraising Chair.
- Welcome new families into the SSCPS community.
- Encourage greater parent involvement in the school by providing a wide array of opportunities for parent engagement and participation.
- Aid in providing social opportunities for students and support students social committees.
- Assist the school in providing extracurricular and educational enrichment opportunities for students.
- Coordination of at least one (1) annual event.
Level Representatives
- Level Representatives shall produce a summarized Level Update for at each PA meeting. The exceptions are Kindergarten, which should be reported out separately from Level 1; and the High School, where per-grade updates should be given. These updates should also be provided in writing to the PA Chair or Secretary at least 3 days prior to the PA meeting.
- Level Representatives should include in their report’s details of upcoming Level happenings, and positive events that have occurred since the prior PA meeting. They should liaise with the vice principal or assigned contact for their level to pass on important messages.
- Level Representatives should communicate important information with the parents in their level via email as needed. Level Representatives should send an email update to all parents in the level after every PA meeting with what occurred.
- Should Level Representatives become aware of an issue that may be relevant to the PA, they should discuss it with the PA Chair for inclusion in a future PA meeting agenda.