Tritt Tiger Foundation Blog Site

Investing in a Child's Future

Board Job Descriptions

By admin on February 11, 2010

TRITT TIGER FOUNDATION BOARD NOMINATION INFORMATION
APPROVED FEBRUARY 5, 2010

TIME COMMITMENT

  • The TTF Board term is April 1 to March 30, with meetings during the summer.
  • The board meets once a month, usually the 1st Friday of the month at 7:30 AM.
  • Executive Board meets at least every-other month in addition to attending monthly Board meetings.
  • There will be an annual planning meeting and additional committee meetings may be required.

TTF BOARD BEST PRACTICES FOR ALL BOARD MEMBERS:

  1. TTF strives for 100% board participation in the Patron Program. Although there is no required donation level, it is recommended that board members participate at the suggested level of $100 per child.
  2. Participate in the donor recognition event through either a food or monetary contribution.
  3. Assist in establishing goals to support TTF strategic plan.
  4. Create and submit budget by the indicated deadlines and adhere to budget throughout term.
  5. Be familiar with the Constitution/Bylaws and policies and procedures.
  6. Track time and resources used to meet goals to be used for future planning.
  7. Identify and develop potential leadership for committee for upcoming year.
  8. Ensure turnover with incoming & outgoing Board members is complete prior to start of new board term. Provide necessary transition documentation and mentoring before the end of each school year.
  9. Attend 80% of Board meetings as a voting member. When not in attendance, send a representative or committee member in your place.
  10. Attend annual strategic planning meeting.
  11. If new to the Board, attend annual Board orientation meeting help in April.
  12. Maintain confidentiality of TTF business matters.
  13. Be a positive representative of TTF.

BOARD FUNCTIONS:

  1. No limitation on total years of service as a TTF Board member.
  2. Term limits in any one position are recommended to be 1 year minimum and three year maximum.
  3. Define a member of Executive Board as President-Elect who will serve as president the following year, or when the President’s term has concluded. This person would serve as a backup for the President in the case that the President could not perform duties as described.
  4. President will serve one year as Past President / Member at large after President role is complete.

13 voting positions
12 from TTF Board
1 from Tritt Administration

Standing Committees

  • Strategic Planning Committee (ongoing)
  • Investment Committee (ongoing)
  • Nomination Committee (Spring)
  • ByLaws Committee (ongoing)

EXECUTIVE BOARD POSITIONS

President

  • Sets vision & strategy for the Foundation
  • Working with administration, oversees the TTF programs
  • Represents TTF at all public events
  • Appoints Nominating Committee as well as other necessary committees
  • Creates and oversees TTF Annual calendar
  • VOTING POSITION / Executive Board member
  • REPORTS TO DONORS / STAKEHOLDERS

Vice-President – FUNDRAISING

  • Oversees Patron Program, including oversight of committee chair to coordinate campaign, publicity, track income, maintain donor base and manage reporting.
  • Oversees Matching & Grants Chairperson
  • Oversees Square One Art Fundraiser
  • Works with Communications & Foundation Council to assure fundraising information is effectively communicated to donors.
  • Coordinates donor recognition activities
  • Can represent TTF at all public events when President not available
  • VOTING POSITION / Executive Board member
  • REPORTS TO PRESIDENT

Vice-President – PROGRAMS

Candidate:

  • Oversees ASEP Programming, and all TTF events, including Meet n’ Greet, Enrichment activities, and Annual Meeting.
  • Oversees Labs via Lab Liaison
  • Works with Communications & Foundation Council to assure information is effectively communicated to donors.
  • Facilitates annual satisfaction & needs assessment survey
  • Can represent TTF at all public events when President not available
  • VOTING POSITION / Executive Board member
  • REPORTS TO PRESIDENT

Vice-President – COMMUNICATIONS

  • Oversees all communication vehicles, establishes communication message.
  • Creates Communication timeline and strategy based on TTF annual calendar
  • Works with Classroom liaisons and teacher liaisons to assure information is effectively communicated to donors.
  • Can represent TTF at all public events when President not available
  • Works with board members to effectively publicize events and TTF activities.
  • Monitor & maintain TTF email account & database
  • Produces communication materials as needed
  • Check general TTF email account regularly
  • VOTING POSITION / Executive Board member
  • REPORTS TO PRESIDENT

Treasurer

  • Responsible for making bank deposits
  • Duties include: Set annual goals and budget , prepare and manage the budget process, create and update financial polices, contract with an external auditing firm, ensure tax documents are complete
  • Oversees financial transactions for the annual Tritt musical
  • VOTING POSITION / Executive Board member
  • REPORTS TO PRESIDENT

Secretary

  • Coordinates with President to establish agenda. Distributes agenda at least 2 days prior to each Board meeting
  • Writes and distributes minutes within 1 week after meetings
  • Creates Board and Committee folders with all reference info
  • Manages the governance and oversight of Board, maintaining the bylaws and ensuring the TTF Board is in compliance.
  • VOTING POSITION / Executive Board member
  • REPORTS TO PRESIDENT

TTF COMMITTEE CHAIRS

Patron Program

  • Manages all aspects of Patron Program execution
  • Works closely with VP – Fundraising to set strategy and fundraising calendar
  • Manages communications, forms, donations, prizes, magnets, donor database and fundraising statistics.
  • VOTING POSITION
  • REPORTS TO VP – Fundraising

After-School Enrichment Programs

  • Organizes After-School Enrichment Program (ASEP) programs, including coordination with vendors and promotion of programs, creation of ASEP semester schedule.
  • Recruits and manages fundraising committee volunteers as necessary
  • Facilitates ASEP class surveys for all participants, each class, each semester
  • Assists with Patron Program as necessary.
  • VOTING POSITION
  • REPORTS TO VP – Programs

Matching Gift & Corporate Grants

  • Manages Matching Gifts & Grants program:
  • Works to increase the number of corporate matching gifts through various strategies, such as collecting names of parents’ workplaces, follow-up with parents working for companies known to match, maintaining current list of local companies that match donations.
  • Investigate grants that are a good fit for Tritt and writes applications as necessary.
  • Assist with Patron Program as necessary.
  • VOTING POSITION
  • REPORTS TO VP – Fundraising

Classroom Liaison Council Coordinator

  • Recruits and manages Foundation Council classroom reps and grade reps.
  • Organize & attend all Foundation Council meetings and planning sessions.
  • Maintains regular contact with grade reps to share and gather information. Grade reps are responsible for:
  • Highlighting grade specific benefits of the TTF programs in Science lab & Computer lab to parents
  • Distributing information about classroom participation in Patron Program
  • Responsible for bringing input from classrooms to TTF Board.
  • VOTING POSITION
  • REPORTS TO VP – Communications

Event Coordinator

  • Plans, coordinates, and executes major TTF events throughout the school year.
  • Events include: Teacher Welcome Back Breakfast (July), Welcome Back Family Picnic (July), Meet n’ Greet (July), Teacher Appreciation (January), Annual Meeting (Spring) and potential Science Day, Science Fair, ASEP Fair, etc.
  • Works with other committee chairs to volunteer as needed.
  • VOTING POSITION
  • REPORTS TO VP – Programs

Teacher Liaison

  • Maintains regular contact with teachers to actively share and gather information about TTF programs
  • Speaks and communicates to teachers on behalf of TTF
  • Works with teachers to identify potential volunteers for TTF
  • VOTING POSITION
  • REPORTS TO VP – Communications

Assistant Communication

  • Establishes communication message.
  • Works with board members to effectively publicize events and TTF activities.
  • Oversees Committee to implement strategy through various vehicles: online newsletter (3x year), email campaigns, web site, bulletin board, Tiger Talk News, school events and Principal’s messages.
  • Monitor & maintain TTF email account & database
  • Produces communication materials as needed, i.e. Meet & Greet brochures, letterhead & note cards.
  • NON-VOTING POSITION
  • REPORTS TO VP – Communications

Webmaster

  • Designs and maintains TTF website
  • Changes and updates website as needed
  • Maintains website account, emails addresses, and technology needs of the Board
  • NON-VOTING POSITION
  • REPORTS TO VP – Communications

Lab Liaison

  • Communicates to Lab Instructors – establish open communication regarding needs and ideas of Board
  • Communicates issues, needs of Lab back to the Board
  • Works with Classroom liaison coordinator to create regular messages about lab lessons by grade level
  • NON-VOTING POSITION
  • REPORTS TO VP – Communications

Square One Art

  • Works with Art Department to coordinate event date for Square One Art
  • Distributes flyers, samples, and order forms
  • Collects order forms, tallies orders, prepares deposit slips
  • Picks up orders from Square one Art
  • Distributes orders to families
  • NON-VOTING POSITION
  • REPORTS TO VP – Fundraising

TTF / PTA Liaison

  • Maintains open knowledge, collaboration, and communication between the TTF and PTA.
  • Attends TTF Board meetings and PTA Board meetings
  • Assists in streamlining communication, requests, and programs across the school calendar to prevent multiple, uncoordinated request of parents or teachers
  • NON-VOTING POSITION
  • TTF COUNSEL

Community Liaison

  • Provides business perspective and community perspective to TTF strategy, fundraising, and events
  • Assists in reaching new communities for Foundation support
  • NON-VOTING POSITION
  • TTF COUNSEL

Past President / Member-at-large

  • Provides continuity and history when needed
  • Assists where needed in planning, event coordination, manpower
  • Conducts New Board Member Orientation in April
  • NON-VOTING POSITION
  • TTF COUNSEL

Principal

  • Serves as an advocate of TTF by sharing information about activities with the larger school community
  • VOTING POSITION ( 1 vote from Administration)
  • TTF COUNSEL

Assistant Principal

  • Serves as an advocate of TTF by sharing information about activities with the larger school community
  • VOTING POSITION ( 1 vote from Administration)
  • TTF COUNSEL

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Click here to download the Board Job Descriptions in PDF form.

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