Board & Committee Chairs

PaTSO Board Roles

President(s)

• Serve as the chief executive officer of the Henley PATSO

• Preside at all Executive Board meetings if present

• Preside at all regular, annual and special meetings of the Henley PATSO if present

• Coordinate and supervise the Henley PATSO’s activities and the work of elected officers and committees of the Henley PATSO

• Coordinate the PATSO calendar with the school office

• Host or find alternate hosts for Conversations with Principal (approx. 5 annually during and after school hours)

• Perform other duties applicable to the office as may be prescribed in the bylaws or assigned by the Exec Board

Vice President(s)

• Perform all duties of the president in the absence of the president

• Serve as chair of the Nominating Committee, if able and willing

• Serve as president the following year

• Perform other duties applicable to the office as may be prescribed in the bylaws or assigned to them by the Executive Board

Treasurer(s)

• Manage all credits and expenses for PATSO, including a checking and PayPal account

• Work with Henley teachers and staff to fulfill financial needs for various projects

• Stock, collect and count all cash boxes required for PATSO events (average of 2 per year)

• Maintain Quickbooks ledger

  • Create monthly financial report and share at meetings

  • Complete PaTSO annual tax returns or hire a tax professional to do so

Secretary

• Give notice of all Henley PATSO meetings

• Record the minutes of all regular, special and Executive Board meetings of the Henley PATSO and circulate a copy to meeting attendees for review

• Maintain a copy of all minutes in the school office (or such place designated by the Executive Board as providing appropriate longevity)

• Hold and maintain the official copy of the bylaws

• Perform such other duties applicable to the office as may be prescribed in the bylaws or assigned to them by the Executive Board

Parent Council Representative

• Attend monthly meetings of Albemarle County Public Schools Parent Council, or arrange for an alternate to attend.

• Relay information from Parent Council to Henley via Buzz emails or other channels.

• Keep active in Henley PaTSO and reach out to the Henley community to understand needs and opportunities.

• Bring Henley and PaTSO information to Parent Council, and vote on Parent Council initiatives to represent the full Henley community.

Faculty Representative

• Provide information to the Executive Board about the needs and wants of the J.T. Henley Faculty

• Communicate to the faculty the operations of the Henley PATSO

• Perform other duties as may be prescribed in the bylaws or assigned to them by the Executive Board

Past President(s)

• Serve in an advisory, non-voting capacity to the Executive Board

• Provide information and history of the Henley PATSO to the current president

Term

All Officers shall serve no more than one year in the same position unless overridden by a vote of the general membership and must transition all pertinent material organized by them during their term to their successor by June 30. Officers shall assume their official duties in July of the year they are to serve or as soon thereafter as selected. 

Committee Chairs

Committee Chairs are appointed by the Executive Board to perform a continuing, permanent function of the Henley PATSO.

General Chair Duties & Responsibilities

• Maintain pertinent records/materials organized by them during their term.

• Hand over such records/materials to successor at annual meeting (in May).

• Serve no more than two consecutive years in the same position unless overridden by a vote of the general membership.

• Participate in monthly PaTSO meeting to provide updates and participate in decision making and voting.

Communications (Buzz Newsletter/Website/Social Media) Chair

This is an active year round commitment but can largely be done remotely. It involves sending out the weekly Buzz email newsletter highlighting activities and items of interest to Henley families. This person may maintain the website and social media outlets with similar content or create another Coordinator position to update the website and social media. Content is provided by PaTSO officers, school and community staff and includes school-related events, programs of interest to students and parents, fundraising opportunities, and stories from the life of the school that will engage parents.The Henley PaTSO currently has Facebook, Instagram, and Twitter social media accounts. Pre-designed, easy to use templates exist for the website and e-mail newsletter to facilitate distribution of content. No experience is necessary but an appreciation of Google, Mailchimp and social media platforms is helpful. Henley has resident technology assistance if needed and past coordinators will help you get up and running with the role. 

Hospitality & Teacher Appreciation Chairs

This is an active year round commitment with about 50% remote activity and 50% on-site. It requiring shopping for or ordering and setting up meals for the Henley staff and organizing volunteers to bake cookies etc., to show appreciation and provide supplemental food/beverages for the following events;

• Back to school breakfast – usually held in mid-Aug

• Meals for teachers during Parent Conferences – Usually the end of Sept & beginning of Oct

• Holiday breakfast – usually held

• Holiday Cookies

There is a PaTSO budget for these events and the coordinator works closely with the PaTSO treasurer to provide the necessary documentation for reimbursements.

Redemptions Chair

This is an active year round commitment but can largely be done remotely.  This person handles all the activities around the various redemption programs we ask parents to sign up for - Amazon Smile, Martin’s, Kroger and Harris Teeter grocery cards and Box Tops. It largely involves funneling notifications about funds earned to the Treasurer and helping parents sign up if they need help. This position is something that can be done remotely. A flyer in the Back-to-School packet requesting parents sign up (or re-sign up HT) is a good idea and updating that flyer for targeted ‘marketing’ efforts can be helpful. 

Volunteers Coordinator 

This is a year round commitment though the beginning of the school year is the busiest. It is an important role as we want all our volunteers to feel like their time is valued and appreciated. It is not necessarily a heavy work load and could largely be done remotely.  It involves checking the volunteer sign-up sheet on a weekly basis during PaTSO’s ‘calls for volunteers.  These occur at the beginning of the year or when special committees are created during the school year. This person would respond to volunteers to thank them for their willingness to help and connect them with the appropriate committee chair or other PaTSO officer. This position works with committee chairs on an as-needed basis to provide names and contact information of available volunteers. 

Special Committee Roles

Special Committees are appointed by the Executive Board as needs arise to perform a specific function outside of those being covered by Standing Committees. Volunteers will be invited to join monthly PaTSO Exec Board meetings as-needed to provide updates, but are not expected to join monthly (unless interested in doing so).

Design & Art Work

This is a year round commitment but requires only occasional design and art work that can be done remotely. Henley PaTSO had a complete re-branding in 2018 but some of the elements (Buzz Bucks items) may need refreshing during the school year. Familiarity with and access to Adobe Illustrator is required in order to be able to edit the existing files.

Buzz Bucks:  Corporate Contributions Coordinator 

This is a fairly active but short term commitment (approximately three months starting at end-summer). Henley PaTSO has an excel database of local businesses that have supported the school in the past for our annual Buzz Bucks Corporate Contributions Drive.  We reach out to these businesses annually to see if there is continued interest to support the school. Since we offer ‘advertising’ opportunities in exchange for their contributions, we must reach out them during July through August.  This allows them to take full advantage of the advertising opportunities: thanks on the Buzz Buck’s Donor page (Sept-Oct), listing in the Student Directory, listings at our events, in the weekly Buzz. This would involve following up on the President’s initial solicitation, maintaining the database of who contributes, notifying the treasurer, following up with thank you emails and making sure the businesses receive the appropriate level of ‘acknowledgment’ that matches their donation level.

Buzz Bucks:  Family Donations Coordinator 

This is a fairly active but short term commitment (approximately two months, typically Sept-Oct). Henley PaTSO aims to be a 'sell no stuff" organization since such a small percentage of traditional sales-based fundraisers come back to PaTSO. This means we have a big "Buzz Bucks Fundraising Campaign" from mid September to mid October where we ask parents to write a check or donate online to support PaTSO.  We suggest a $35/child contribution to achieve the annual operating budget. This role works closely with the Treasurer to update the Buzz thermometer at the school on a weekly basis to reflect progress. This role requires an active commitment during the campaign period, usually Sept 12ish to October 25ish. 

Directory Coordinator

This is a very short term commitment (approximately a month) and involves working with the Henley Front Office administrative staff to obtain the data for the Directory and then prepare it for printing. Experience with Microsoft word and familiarity with mail merge functions is helpful but not essential. Contact information for the printer and layout examples already exist and this role simply requires producing the electronic file, sending it to the printer, reviewing the proof, getting the printed copies and delivering them to the school. The Directory has included a list of the Business sponsors so it is important to make sure any commitments made through the Buzz Bucks Corporate Contribution Drive are met by coordinating with that chairperson to ensure accurate acknowledgment of support.

Eighth Grade Dance Coordinator

This is a very active but relatively short term commitment (approximately three months, Mar-May) and requires managing and coordinating all aspects of the 8th Grade dance usually held in mid May. There are many elements including decorations, food, and music.  It’s helpful to work with the volunteer coordinator to identify volunteers to spearhead different subcommittees for this event. There is a PaTSO budget for this event and the coordinator works closely with the PaTSO treasurer to provide the necessary documentation for reimbursements.

Dance/ Hang Out Coordinator 

Socail Hangout has typically been around Halloween, usually held on the fourth or fifth Friday in October, depending on when Halloween falls. This could be another event, or several in coordination with Student Council Association, to avoid too many tightly scheduled events. There are many elements including decorations, food, and music. It’s helpful to work with the volunteer coordinator to identify volunteers to spearhead different subcommittees for this event. There is a PaTSO budget for this event and the coordinator works closely with the PaTSO treasurer to provide the necessary documentation for reimbursements.

Henley Spirit Sales Coordinator

This is a very active but relatively short term commitment (approximately three months, Aug-Oct) involving working with the printers to produce T-shirts and sweatshirts to sell at various school events.  This is most successful when begun at the start of the school year, selling items at the August Open House. There are PaTSO funds for the purchase of the initial stock.

New Families Social Coordinator 

This is a fairly active but short term commitment (approximately two weeks at the start of the school year) that requires publicizing and hosting a New Family Reception.  Advertisements include sending a flyer in the Back-to-School packet plus sending notice through The Buzz email newsletter.  The reception typically coincides with the Sixth Grade Social in September, extending from 5:00 – 6:00pm.  The Coordinator will be responsible for setting up snacks and refreshments (to be paid for by PaTSO). This event is intended for all new families to Henley though the majority of attendees are sixth grade parents.