Join the team

Becoming a board member or taking on the coordination of an activity is a great opportunity to support our team. We are striving to have every Board Member with a Co-member to job share with, and we would like to our community step up to plan events and help with the tasks of running the Little Hawk Alliance.

Why Join?

  • Build a strong community:

    You'll get to know other parents and school staff, forming a network of support and making new friendships, which can be especially helpful for new families. 

  • Gain valuable skills:

    You can develop and practice leadership, time management, organizational, and communication skills, which are transferable to other areas of life. 

  • Lead fundraising efforts:

    The PTO raises money for vital programs, classroom materials, field trips, and assemblies that the school budget might not cover. 

  • Directly contribute to your child's education:

    You can be "hands-on" in the school environment, seeing your child's teachers and their friends, and supporting activities that directly benefit students. 

Board Member & Coordinator Descriptions

President

Organization Leadership: Coordinates all work of the association, liaison with principal, meets regularly with officers and chairs, and check-signer. Serves in all areas as needed. 

Meetings: Responsible for leading and coordinating discussion at all Board and General Meetings. Communicates with School Administration, Teacher Liaison, and PTO membership to create an Agenda for each meeting

Common needs:

  • Creating an Agenda for General Meetings & Leading the Meeting Discussion

  • Reviewing event details and expectations for school ground use and safety with school administration

  • Receiving requests from the school for items the Little Hawk Alliance could facilitate

  • Handling safety concerns or post event issues that arose

Vice President

Communications: Coordinates all public communications including posts to Social Media and coordinating with the school Office Manager to send out activity and meeting announcements in ParentSquare newsletters. Communicates with the teacher liaison responsible for in-school announcements

Volunteers & Chair: Posts requests for Chairs and Volunteers and manages contact information for both event chairs and volunteers. Helps connect event planning groups with anything needed by the board.

Common needs:

  • Assisting the President with any functions needed

  • Manage Communications

  • The point person for all coordinators (i.e. Volunteer Coordinator, Event Chairs, Art Docent etc)

Treasurer

Business Management: The Treasurer is responsible for managing the “Business” of the Little Hawk Alliance. As a 501.c.3 non-profit corporation we have a bank account to manage and ensure we are filing the appropriate requests and paying our operating expense.

Common needs:

  • Manage Bank Account and uploading bank statements for records

  • Create a draft budget using the template for the first Meeting of the Year to be edited and approved.

  • Keeping the PTO Finance Software up to date and reconciled with the Bank Statements

  • Provide reimbursements from PTO funds

  • Manage all Filings & Bills. This includes preparing the annual audit and scheduling with two board members to finalize the audit.

  • Prepare a summary monthly report thats review expenditures, income and our current balances. Notate any irregularities that may need to be reviewed.

Secretary

Minutes & Record Keeping: Takes notes & keeps records of all executive, board, and general membership meetings, including event planning meetings. Provides an electronic copy uploaded to the shared Google drive no later than week after the meeting for review. 

Scheduling & Calendar Maintenance: Schedules and confirms/records attendance for all meetings. Maintains the PTO calendar and communicates with the School Office Manager to ensure ParentSquare, District & Facilities Calendars are in alignment. Notifies the School Office Manager of any changes in scheduling that arise during meetings, and confirms calendars are up to date.

Common needs:

  • Keeping records of all meetings and uploading those records to our files.

  • Ensure the calendar is correct and up to date

  • Communicate with School Front Office about changes, to advise of school usage and on site activity

Co-Board Positions

Job Sharing: Sharing a board position is a way to contribute especially if you are worried about the time commitment. Work with your Board Partner to divide tasks or commitments.

Learn the Position: This is also ideal if want to learn about the role. Maybe you are new to the school, or to being on a board; let us help you learn the ropes and build your skills and confidence. We all started somewhere!

Coordinators

We can use coordinators for almost ANY function that helps run the organization

Common needs:

  • Event Coordinators

  • Fundraising or Grant Writing

Time Commitments

Each position has a general expectation of time commitments, from meetings to events.

President & Vice President Time expectations:

  • Event Attendance & Volunteering:

    Board Presidents and Vice Presidents need to coordinate attendance at every event so that either a President or Vice President is at attendance at every event.

  • Meeting Attendance:

    The President and Vice President should plan to at every General Meetings and either the President or Vice president should be at most planning meetings. If neither can attend, make plans with the coordinator to get information about what happened at the meeting.

Base Board Member Time expectations:

  • Event Attendance & Volunteering:

    All board members are asked to attend and participate in at least 25% of the year's events & activities in a volunteering capacity. This makes sure we have a board member active at each event and that every member is contributing to the success of the year equally.

  • Meeting Attendance:

    Board members should plan to make most General Meetings.

Coordinators:

  • Event Attendance & Volunteering:

    Coordinators are only expected to attend events they coordinate. Many jobs can be done fully remote with communication with a board member to relay information.

  • Meeting Attendance:

    Coordinators should plan to relay information to a board member before a General meeting, but they do not need to attend the meeting if their schedule does not permit. Event Coordinators should plan and schedule their own event planning meetings and communicate that with the board.

What if I can’t make an Event or a Meeting?

We understand! Life happens. We get sick, our kids get sick, we scheduled a vacation. We are a TEAM. We jump in and help one another. Communicate you schedule or needs and we all work together to make it work

If you cannot attend a meeting, please prepare a report of anything you need to relay and find another board member who can present that for you.