Officers (President, Vice President, Secretary and Treasurer) are elected for 2 year terms.  Directors are elected for 1 year terms. 
 
The President will have the following duties:
• Preside over all meetings of the Executive Committee;
• Preside over all meetings of the general membership;
• Keep apprised and updated with the variety of projects that officers and directors are handling, assist in guiding in timely, problem solving, and on track direction;
• Participate in all financial decisions;
• Participate in annual budget creation with other Officers, Principal and Committee Chairs;
• Participate in determination of fundraisers for the following year;
• Managing Network calendar, and included but not limited to fundraising, event planning, and any other opportunities that can be brought to the school;
• Participate in all calendared events;
• Communicate with the Principal about the school’s general needs and coordinating calendared events (e.g. 8th grade, Urban Outreach, and school functions);
• Represent the Network at necessary meetings;
• Encourage membership participation by communicating with the general parent population to encourage community connections;
• Respond to communications in a timely matter to be able to stay abreast of issues at hand;
• Review a variety of e-communications;
• Assist in helping resolve issues with in the work dynamics; this would involve listening carefully and supportively, reviewing, analyzing, and counseling to make the best decision for the group as a whole;
• If conflicts would arise that are out of the ability for the Network to handle as a whole, would like to involve and review with the Principal on an as needed basis;
• Sit on the Executive Committee’s Standards Sub-Committee;
• Transition responsibilities, files, and instructions to the incoming President.
 
The Vice President will have the following duties:
•Attend all meetings of the Executive Committee and general;
•Perform duties of President in the absence or inability of that Officer to act;
Act as an aide to the President; specifically, staying up-to-date on master calendar items, input
monthly agenda items/topics/discussion to president;
•Act as liaison to the Urban Discovery Academy Board of Trustees and create a roster of Executive Committee members to ensure that at least one Executive Committee member attends Board meetings;
•Participate in annual budget creation;
•Participate in all financial decisions;
•Participate in determination of fundraisers for the following year;
•Oversee all school wide communication with regards to The Network Communication may be in form of eNews, newsletters, emails, flyers, socialnetworking, advertising, etc. This will include contributing. editing, monitoring and assisting with Website updates and eNews/eBlasts;
•Ensure that The Network’s message is being informative and upcoming events appropriately publicized;
•Keep abreast of all UDA events by working closely with the Principal and Staff Members;
•Transition responsibilities, files, and instructions to incoming Vice President.
 
 The Secretary will have the following duties:
• Attend and participate in all Executive Committee and general membership meetings;
• Solicit agenda items from Executive Committee members, compile and distribute a final Executive agenda one (1) week prior to an Executive Committee meeting;
• Record the minutes of the general membership meetings and give to Vice President to post on UDA’s website;
• Record minutes of the Executive Committee meetings and provide to Executive Committee for review. Provide all approved minutes to Vice President to
publish on The Network website. Verify that they have been published within one (1) week of the meeting;
• Prepare and distribute all correspondence on behalf of The Network;
• Participate in annual budget creation with fellow Officers;
• Participate in all financial decisions;
• Provide a mailbox for general members to submit items they wish to be addressed at general meetings. Compile a list from items submitted and present those concerns to the Executive Officers;
• Retain copies of receipts, reimbursement/disbursement request forms for Network related expenditures, copies of bank statements, checks, Event Summary Reports, Ticket Sales Logs, etc. provided by Executive Committee Members;
• Transition responsibilities, files, and instructions to incoming Secretary.
 
The Treasurer will have the following duties:
• Attend and participate in all Executive Committee and general membership meetings;
• Work with Officers and Principal to create annual budget;
• Participate in all financial decisions;
• Deposit all income and pay all expenses and record appropriately by category and date;
• Maintain all spreadsheets for financial tracking and ensure validity (Network Annual Budget, Parent Volunteer Finances by category, Network Deposits);
• Prepare financial reports for the membership of The Network and file an annual financial report with the Urban Discovery Academy School Board;
• Present a monthly financial update/report at all General and Executive Committee meetings. Copies of the monthly report must be distributed to Executive Committee members one week prior to an Executive Committee meeting;
• Provide lead fundraising event chairs with the appropriate information to aid them in their preparation of the Event Summary Reports that need to be generated regarding the profitability of Network run events;
• Collect and hold all receipts and reimbursement/disbursement request forms for Network related expenditures and provide the Secretary with copies of these documents;
• Ensure money-handling procedures are followed (See Appendix A: The Network Fiscal Policy);
• Balance the Network checkbook monthly with statement;
• Transition responsibilities, files, and instructions to incoming Treasurer.
 
The Fall Festival Event Coordinator will have the following responsibilities:
• Form Event Committee and oversee all aspects of Fall Festival;
• Attend all Executive Committee and general membership meetings;
• Present any concerns regarding staff/Network activities or communications;
• Provide information to Vice President, classroom parents and teachers for dissemination to the UDA community.
• Provide updates to Executive Committee regarding event;
• Solicit input from other Directors who will be providing support for the Fall Festival  (e.g. the Volunteer Coordinator, Restaurant/Social Chair);
• Ensure that money handling procedures laid out in the Fiscal Policy are followed during and leading up to Fall Festival, which includes performing basic accounting of monies spent and collected (e.g. tracking bank deposits, event budget status, etc.);
• Gather all receipts, validate the expenditure, and provide completed Reimbursement Forms (with receipts attached) for all budgeted expenses related to Fall Festival to the Treasurer and Secretary;
• Collect all invoices from vendors used at the event, verify the amount owed and provide Reimbursement Forms to Treasurer and Secretary. Ensure all vendors have been promptly paid monies owed;
• Provide an Event Summary Report to the Executive Committee which will include a detailed breakdown of gross and net income vs. expenses for Fall Festival along with a copy of the Ticket Sales Log;
 
The Spring Art Night Event Coordinator will have the following responsibilities:
• Form Event Committee and oversee all aspects of Art Night
• Attend all Executive Committee and general membership meetings;
• Present any concerns regarding staff/Network activities or communications;
• Work with Auxiliary Fundraising Chair, as needed, to secure event-related donations for opportunity drawings.
• Liaise with Urban Discovery Art Teacher regarding plans for Art Night while remembering that, as the Art Night Chair they have the ultimate responsibility for the event;
• Provide information to Vice President, classroom parents and teachers for dissemination to the UDA community.
• Provide updates to Executive Committee regarding event ;
• Solicit input from other Directors who will be providing support for the Art Night (e.g. the Volunteer Coordinator, Restaurant/Social Chair);
• Ensure that money handling procedures laid out in the Fiscal Policy are followed during and leading up to Art Night, which includes performing basic accounting of monies spent and collected (e.g. tracking bank deposits, event budget status, etc.);
• Gather all receipts, validate the expenditure, and provide completed Reimbursement Forms (with receipts attached) for all budgeted expenses related to Art Night to the Treasurer and Secretary;
• Collect all invoices from vendors used at the event, verify the amount owed and provide Reimbursement Forms to Treasurer and Secretary. Ensure all vendors have been promptly paid monies owed;
• Provide an Event Summary Report to the Executive Committee which will include a detailed breakdown of gross and net income vs. expenses for Art Night along with a copy of the Ticket Sales Log;
 
The School Event Liaison will have the following responsibilities:
 • Support Fall and Spring Event Coordinator and oversee assist all aspects of Fall Festival and Art Night Network Events and Activities (e.g. Fall Festival and Art Night);
• Attend all Executive Committee and general membership meetings;
• Present any concerns regarding staff/Network activities or communications;
• Assist Seasonal Event Coordinator in providing information to Vice President, room parents and teachers for dissemination to the UDA community.
• Provide updates to Executive Committee regarding events along with the Event Coordinator;
• Solicit input from other Directors who will be providing support for the events (e.g. the Volunteer Coordinator, Restaurant/ Social Chair);
• Assist  to ensure that money handling procedures laid out in the Fiscal Policy are followed during and leading up to Fall Festival and Art Night, which includes performing basic accounting of monies spent and collected (e.g. tracking bank deposits, event budget status, etc.);
 
The Middle School Representative will have the following responsibilities:
• Liaise with Middle School teachers and School Administration regarding Middle School planned events and activities; 
• Lead the planning and organizing of Middle School fundraising events (including but not limited to Middle School dances, field trips, or fundraisers);
• Obtain approval from school Principal before submitting any fundraising opportunities to the Executive Committee for review and consideration. Once Principal has signed off on fundraising opportunity present it to the Executive Committee for approval;
• Attend all Executive Committee and general membership meetings;
• Present any concerns regarding staff/Network activities or communications;
• Provide information to Vice President, classroom parents and teachers for dissemination to the UDA community.
• Provide updates to Executive Committee regarding event ;
• Solicit input from other Directors who will be providing support for the Middle School events and activities (e.g. the Volunteer Coordinator, Restaurant/Social Chair);
• Ensure that money handling procedures laid out in the Fiscal Policy are followed during and leading up to Middle School events and activities, which includes performing basic accounting of monies spent and collected (e.g. tracking bank deposits, event budget status, etc.);
• Gather all receipts, validate the expenditure, and provide completed Reimbursement Forms (with receipts attached) for all budgeted expenses related to the Network sponsored Middle School Fundraising Event to the Treasurer and Secretary;
• Collect all invoices from any vendor used at Network sponsored Middle School fundraisers, verify the amount owed and provide completed Reimbursement Forms (with invoice attached) to Treasurer and Secretary. Ensure all vendors have been promptly paid monies owed;
• Follow up with vendor/organization to ensure that The Network has received the agreed upon percentage of the fundraiser;
• Provide as Event Summary Report for every individual auxiliary event to the Executive Committee which will include a detailed breakdown of gross and net income vs. expenses and a copy of the Ticket Sales Log, etc;
• Transition responsibilities, files, and instructions to incoming Middle School Chair.
 
The Volunteer Coordinator will have the following responsibilities:
• Attend and participate in all Executive Committee and general membership meetings;
• Participate in all financial decisions;
• Be aware of scheduled UDA/Network events and liaise with Room Parents and Teachers regarding Network fundraising events to see if volunteers are need;
• Solicit and direct volunteers to help with school wide events and volunteer opportunities;
• Assist and Monitor Volunteer Liaison with coordinating and managing volunteer hours tracking system by collating individual volunteer hours;
• Create a “volunteer recruiting team” with the Volunteer Liaison that will help recruit parent volunteers;
• Work with the Volunteer Liaison to formulate a potential appropriate rewards system for outstanding volunteers, present potential rewards system to the Executive Committee for review and approval, publicize volunteer benefits and/or rewards, and at end of year distribute volunteer appreciation rewards, if any;
• Gather all receipts, validate the expenditure, and provide completed Reimbursement Forms (with receipts attached) for all budgeted expenses related to Volunteer appreciation to the Treasurer and Secretary.
• Work directly with Volunteer Liaison and Event Coordinators to ensure that Network and school sponsored events are properly supervised and supported;
• Transition responsibilities, files, and instructions to incoming Volunteer Coordinator.
 
The Volunteer Liaison will have the following responsibilities:
• Attend all Executive Committee and general membership meetings;
• Work with the Volunteer Coordinator to organize and supervise volunteers at any Network or school run event.
• Provide aid to teachers who need volunteers at supplemental school events including, but not limited to the annual Jog-a-thon and Field Day;
• Coordinate and manage volunteer hours tracking system by collating individual volunteer hours;
• Assist in creating a “volunteer recruiting team” with the Volunteer Coordinator that will help recruit parent volunteers;
• Work with the Volunteer Coordinator to formulate an appropriate rewards system for outstanding volunteers, present potential rewards system to the Executive Committee for review and approval, publicize volunteer benefits and/or rewards, and distribute volunteer appreciation rewards, if any, at the end of the school year;
• Gather all receipts, validate the expenditure, and provide completed reimbursement forms (with receipts attached) for all budgeted expenses related to volunteer appreciation to the Treasurer and Secretary.

The Auxiliary Fundraising Chair will have the following responsibilities:
• Attend and participate in all Executive Committee and general membership meetings;
• Work with Officers and Principal to create annual budget;
• Participate in all financial decisions;
• Investigate and determine appropriate fundraisers/fundraising opportunities for the following school year;
• Obtain approval from school Principal before submitting any fundraising opportunities to the Executive Committee for review and consideration. Once Principal has signed off on fundraising opportunity present it to the Executive Committee for approval;
• Lead the planning and organizing of smaller Network fundraising events (including but not limited to the Golf Tournament, Fresh & Easy, Skate Night, etc.);
• Solicit input from other Directors who will be providing support for the auxiliary events (e.g. the Volunteer Coordinator);
• Ensure that money-handling procedures laid out in the Fiscal Policy are followed during and leading up to any Auxiliary Fundraising Event which includes performing basic accounting of monies spent and collected (e.g. tracking bank deposits, event budget status, etc.);
• Gather all receipts, validate the expenditure, and provide completed Reimbursement Forms (with receipts attached) for all budgeted expenses related to the Network sponsored Auxiliary Fundraising Event to the Treasurer and Secretary;
• Collect all invoices from any vendor used at Network sponsored auxiliary fundraisers, verify the amount owed and provide completed Reimbursement Forms (with invoice attached) to Treasurer and Secretary. Ensure all vendors have been promptly paid monies owed;
• Follow up with vendor/organization to ensure that The Network has received the agreed upon percentage of the fundraiser;
• Provide as Event Summary Report for every individual auxiliary event to the Executive Committee which will include a detailed breakdown of gross and net income vs. expenses and a copy of the Ticket Sales Log, etc;
• Transition responsibilities, files, and instructions to incoming Auxiliary Fundraising Chair.

 
The Restaurant/Social Chair will have the following responsibilities:
Attend and participate in all Executive Committee and general membership meetings;
• Ensure that The Network has a visible presence at important UDA events (e.g. Back to School Night);
• Solicit input from other Directors who could provide support/ideas regarding the program (e.g. Auxiliary Fundraising Chair);
• Contact new parents throughout the year to welcome them to the Urban Discovery Academy family.
• Organize two (2) major family socials per school year, preferably one at the beginning and one at the end of each school year.
• Develop, organize, and lead Network family events, including The Network coffee mornings and family socials;
• Solicit donations for coffee morning socials from local businesses, Network families, etc.;
• Investigate and determine potential restaurant fundraisers for the following year;
• Ensure that money handling procedures laid out in the Fiscal Policy are followed during and leading up to any restaurant fundraiser which includes performing basic accounting of monies spent;
• Gather all receipts, validate the expenditure, and provide completed reimbursement forms (with receipts attached) for any expenses related to the restaurant fundraisers to the Treasurer and Secretary;
• Collect all invoices from vendors used at Network sponsored family socials, verify the amount owed and provide completed Reimbursement Forms (with invoice attached) to Treasurer and Secretary. Ensure all vendors have been promptly paid monies owed;
• Follow up with restaurants to ensure that The Network has received the agreed upon percentage of the fundraiser;
• Provide an Event Summary Report to the Executive Committee at the end of every semester regarding the fundraisers including any issues, success and profitability of the restaurant fundraisers and Network run socials.
 
 
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