Sandy Spring Friends School - Parents Association

This is the second of a three year commitment.
- Year 1- Assistant Clerk
- Year 2- Clerk
- Year 3- Mentoring Clerk
Plan agendas and conduct monthly general PA meetings
Assist PA committees in scheduling and coordinating PA events and activities
Serve as liaison to specified PA committees
Represent PA at school functions
Contribute a regular column to the PA newsletter
Correspond with general PA as needed
Assist Treasurer as needed in budget preparation
Meet monthly with Head of School
Meet as needed with SSFS officials
Serve on Executive Committee

Assistant Clerk

This is the first of a three year commitment.
- Year 1- Assistant Clerk
- Year 2- Clerk
- Year 3- Mentoring Clerk
Attend PA meetings
Substitute for the Clerk when necessary
Serve on Executive Committee
Serve on Volunteer Recruitment Committee
Meet monthly with Head of School
Assist Clerk on an as-needed basis
Serve as PA liaison to specified PA Committees

Mentoring Clerk

This is the third of a three year commitment.
Serve on Executive Committee
Serve on Nominating Committee
Attend PA meetings
Serve as liaison to specified PA committees
Serve as PA Web editor, editing announcements and forwarding them to the school Webmaster.
Attend SSFS board meetings as the PA representative
- report to SSFS Board as needed
- report to general PA of Board meetings

Treasurer

Account for all PA money transactions
Collect funds from PA sponsored activities
Disburse funds for PA expenditures
Invest excessive funds; maintain sufficient liquidity
Reconcile Bank accounts
Maintain bank relationship
Coordinate cash requirements for PA activities
Assist in preparation of PA budget
Prepare a monthly Treasurer's report to the PA
Member of the Finance Committee
Serve on Executive Committee
Provide information to the SSFS accounting department when requested
Attend all PA meetings

Secretary

Attend all general and called business PA meetings; take minutes; acquire copies of documents to be included in official record
Write draft of minutes: Within one week, e-mail copies to each member of the "minutes review group" and anyone who presented at the meeting
Prepare a second draft based on feedback from the review group and submit it to the newsletter editor for inclusion in the next PA newsletter.
Present minutes at next PA meeting for approval
Once approved, note date approved, then file in official record, along with any other documents pertinent to that meeting
Serve on Executive Committee and take minutes

PA Organizational Committees and Other Volunteer Positions

Lower, Middle and Upper School Division Representatives

Liaison between Lower, Middle and Upper School Heads, PA and SSFS parents
Coordinate Grade Representatives and Room Parents (Lower School)
Hold meeting at start of school year with grade representatives and room parents; maintain contact throughout school year
Hold several meetings with Grade Representatives throughout the school year
Assist Volunteer Coordinator with recruitment of volunteers within division
Serve on the Executive Committee
Serve on the Nominating Committee
Coordinate with Auction Committee to organize tables and seating for LS, MS and US parents
Organize a monthly snack for faculty meetings: US-once during each exam period
MS only-Coordinate parents who will produce weekly MS newsletter
US only-Distribute "A Parent's Guide to the Upper School"

By-laws Committee

Review and revise as necessary the SSFS PA by-laws
Background in organizational structure is helpful

Executive Committee

Composed of the Officers and the Division Representatives
Functions as an advisory group; threshes out issues; provides leadership to the organization

Finance Committee

Determine specific allocation of funds raised through PA sponsored activities
Present to general PA proposal for annual allocation fundraising proceeds to the school
Assist Treasurer as needed in budget planning
Prefer 2-3 year commitment

Mailings Coordinator

Notified by PA Clerk for mailings approximately every six weeks
Assist with all PA mailings as necessary
Schedule workroom
Contact volunteers
Fill out bulk mail form at post office
Request address labels from Advancement Office
Presort letters for bulk mail

Nominating Committee

Composed of the Mentoring Clerk, one Division Representative from each division, and one at-large member recruited from each division
Guide the process of nominating and filling positions needed within the Executive Committee and PA sponsored events and activities
Determine needed positions
Communicate openings to SSFS community through publication
Present nominees to PA in written form and final list for approval by the general PA at last yearly PA meeting
Meet periodically from January through June (mostly in February and March)

Office Manager

Weekly duties include:
- Track and order office supplies as needed
- Work with the school's webmaster to receive and format PA info for LS Friday Bulletin
- Share PA Web page text changes with PA clerks for review
- Check PA office phone for messages and notify the relevant party
End of year duties include:
- Organize and catalog end-of-year reports
- Organize SSFS event binders
- Organize and catalog all PA correspondence

Volunteer Coordinator

Responsible for design, layout and production of Volunteer Form sent to new and returning SSFS parents annually
Coordinate with Division Heads, Admissions Office, Arts Departments and PA Coordinators and PA activity chairs regarding volunteer opportunities
Gather completed forms and enter in database
Compile and distribute lists of volunteers to appropriate activity coordinator(s) and school officials
Maintain contact with activity coordinators and school officials to insure volunteer utilization and to support volunteer needs of PA
Serve on Recruiting Committee

Volunteer Recruitment Committee

Identify PA Committee clerks and volunteers for the following school year
Composed of Volunteer Coordinator (committee clerk), the Assistant Clerk, and one grade representative (ideally) from 4th, 8th, and 11th grades

Program and Event Committees and Other Volunteer Positions

Lower, Middle and Upper School Grade Representatives

Act as liaison between parents and School Head and Division Representatives
Organize and test grade phone tree and e-mail list
Communicate with parents on behalf of SSFS and the PA
Organize Parent-Only Potluck for same grade families
Help organize grade related activities (i.e. Teacher gifts)
US - attend twice yearly meeting with Division Head

Auction

The auction is SSFS' largest fundraising event and the year's gala fun filled party for the entire SSFS community. Planning takes approximately 8-10 months. The Auction Committee will be responsible for the following:

Establish and manage a volunteer base
Establish timelines
Organize workflow
Oversee all aspects of Auction sub-committees
- Donations
- Advertising
- Catalog of items to be auctioned
- Volunteers
- Mailings
- Set up to clean up on day of Auction
Report to general PA

Book Fairs

The PA sponsors two book fairs during the school year. One is during Winterfest, while the other is spread over a week's time in the spring. Volunteer time, not including the actual book fairs, is approximately 20 hours.

Contact and make arrangements with the book distribution company
Publicize
Distribute book lists to students and teachers
Organize the location
Coordinate volunteers to work before, during and after the book fair
Report to general PA

Celebration of Science

A noncompetitive school wide event that allows groups, families or individuals to explore scientific topics that interest them. Mentors are provided to MS and US students to foster adult/child relationships outside of the family within the framework of a topic of mutual interest.

Plan committee meetings; 4-5 meetings per year
Coordinate committee members to ensure task completion
Act as liaison between PA and SSFS students and faculty
Assign mentor/student teams
Oversees event timeline
Report to PA 3-4 times during the year
Oversee 3-4 promotional events
Schedule dates with Head of School Executive Assistant and PA Clerk

Community Life Committee

General duties of the Community Life Committee:

The general purpose is to create and coordinate school wide social activities.
Prefers a two to three year commitment.
Coordinate volunteer effort as needed by SSFS divisions to assist with plays, exhibits, clubs and other activities.
Coordinate planning for one pre-show dinner for the SSFS US play, the Operetta, and the Community Play
This committee is also responsible for: providing a Community Play Coordinator; coordinating the All School Ice Skating Party; coordinating the Parent Art Show; and coordinating the Faculty/Staff Appreciation Luncheon. (**See below.)
Report regularly to the general PA membership

Community Play Coordinator

Maintain communication with play Director
Identify need and coordinate volunteer effort
Coordinate refreshment sales during performance intermission

Faculty/Staff Appreciation Lunch

Each year on the Tuesday following the final day of classes in June, the PA sponsors a luncheon for the SSFS faculty and staff. The call for volunteers and donations begins in April.

Coordinate volunteers to assist
Determine amount of PA funds needed for large food purchases and equipment rental
Solicit donations from SSFS community for flower arrangements or other food items

Community Art Show

Because SSFS has an unusually large number of parents and community members who are involved professionally in the arts or who have some serious involvement in art, the Community Art Show provides a way to show SSFS students how art can be a profession or a significant part of their lives.

Determine date and space availability in Yarnall
Send out flyers to SSFS parents requesting works to be displayed
Publicize through flyers and publication in newsletters
Arrange drop off points for artwork
Install show
Return works to participants

Skating Party

The SSFS PA sponsors a very well attended community skating event at the Wheaton Ice Rink each year.

Coordinate date with Head of School Executive Secretary and PA Clerk
Sign appropriate contracts with Wheaton Ice Rink
Book date
Promote and publicize through flyers and publications
Be present the night of the skate to coordinate tickets and answer questions

Community Service Committee

Prefer a two to three year commitment
Develop community service projects involving parent participation
Projects should take place on and off SSFS campus
Maintain liaison with Division Heads to coordinate divisional service projects
Report regularly to general PA membership

Diversity Committee

Responsible for fostering awareness of racial, ethnic, religious, economic and other areas of equity within the PA and the broader SSFS community
Work in support of the SSFS Board Diversity Committee, as well as any student, parent and/or administrative based committees that are focusing on these issues
Provide liaison, as necessary, to SSFS community to assist in promotion of issues of equality and equity

Gift Wrap Sale

Typically the first fundraising activity of the school year, a percentage of the gift wrap sales comes back to the school. The sale lasts approximately two weeks with much of the preparation taking place prior to the beginning of the school year.

Collect information from various gift wrap vendors in the spring
Present information at general PA meeting to decide which company to use
Contact vendor to send materials
When materials arrive (August) prepare packets for distribution to SSFS community
Publicize through flyers and weekly newsletters
Distribute packets to SSFS students
Collect orders
Place order with vendor
When orders come in, separate and deliver purchases to students, staff and parents
Report to the general PA

Parent Education Committee

Prefer a two to three year commitment
Oversee and coordinate parent education activities
Report regularly to general PA membership
Responsible for allocation of budget among Parent Education Committee activities
This committee is responsible for Parent Peer Groups, Speaker Series and Representation to the Washington Parents Council. (**See below)

Speaker Series

The SSFS PA sponsors several speakers a year who are of interest to the SSFS community.

Consider possible themes, topics and speakers
Contact an array of speakers
Present to Parent Education Committee for approval
Arrange and book dates
Publicize through flyers and publications

Parents' Council of Washington Representatives

Represent SSFS PA to Parents' Council of Washington
Attend annual meeting in the Washington area
Be a conduit of information from Parents' Council to SSFS
Distribute Parent to Parent handbook to 4th grade parents and new MS parents

Plant Sales

The SSFS PA sponsors a Fall Plant Sale and a Spring Plant Sale.

Contact SSFS parent Denise Sharp to coordinate plant lists
Publicize through flyers and publications
Contact Operations, Facilities and Planning Director to arrange buses to pick up plants, set up tent, risers, tables and chairs
Arrange with PA treasurer to provide small bills and change for cash box
Coordinate volunteers for various jobs
Reconcile plant sales with Denise Sharp
Present bill for plants to PA treasurer
Schedule sale dates with Head of School Executive Assistant and PA Clerk
Report to general PA

Safeway/Giant Program

Both Safeway and Giant Food sponsor programs where shoppers can accrue points for items for their school.

Sign up school via internet Web sites
Publicize program through flyers and publications; inform SSFS community and Friend's House as to how to sign up
When catalogs of prizes arrives, give to librarian
Report to PA annually

Winterfest

In early December, the SSFS PA sponsors a unique holiday family fun event featuring children's crafts, music, food, a book fair and local crafters selling their wares. This event is about community-building, and it additionally raises a moderate amount of funds.

Establish and manage a large volunteer base
Establish timelines for various sub-committees
Organize workflow between committees
Oversee all aspects of Winterfest sub-committees
- Advertising and Public Relations
- Hospitality and Information
- Setup and Takedown
- Parent Volunteers
- Student Volunteers
- All aspects of Winterfest activities
Report regularly to general PA