CRS PTA Committee and Volunteer Roles

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MEMBERSHIP COMMITTEE (CHAIR: VP MEMBERSHIP)

Subcommittees

  • Family Activities: The CRS Family Activities Committee organizes several family-centered events during the year to encourage school and community spirit. Responsibilities include publicizing the events, working with vendors (as applicable), overseeing registration, coordinating volunteers, setting up and managing the events.
  • New Family Outreach: The New Family Outreach Committee welcomes new families to the CRS community. Responsibilities include:
    • Working with CRS office staff to identify families who are new to the CRS community
    • Planning gatherings to welcome new families to the school, as well as inviting new families to these events and publicizing
    • Helping collect and forward new family contact information to the Directory Committee
    • Organizing summer playdates for incoming Kindergarten families and coordinating the Kindergarten parent buddy program

COMMUNITY RELATIONS COMMITTEE (CHAIR: VP COMMUNITY RELATIONS)

Subcommittees

  • Advocacy: The Advocacy Committee remains up to date on issues discussed by the FCPS School Board that may affect the Churchill Road community. The Committee works with the CRS PTA Board to notify the community of important issues, provide information for contacting leaders making the decisions, and share community meetings where families can get more information or voice their opinions. Responsibilities include:
    • Staying on top of issues that potentially affect the CRS community, including issues at the local and state levels
    • Publicizing issues to the PTA membership
    • Organizing support for positions that the PTA takes on issues
    • Acting as the liaison between the community and decision-makers
    • Drafting materials as necessary to promote the community's positions
  • Community Service: The Community Service Committee organizes service projects that parents and students can participate Responsibilities include planning and publicizing service projects, soliciting volunteers and donations for various service projects, and coordinating service projects with intended beneficiaries.
  • Cultural Outreach: The Committee plans and organizes the annual Multicultural Night event
  • Diversity and Inclusion Committee: The DEI Committee focuses on taking concrete actions to help our community identify and address racial bias and discrimination and ensure that the PTA fully represents and supports all members of our community.
  • Parent Education and Resources: The Parent Education and Resources Committee promotes opportunities for CRS parents to come together to explore how to better understand and support children in elementary school. The Committee sponsors gatherings where School Counselors or other relevant speakers lead discussions related to school and parenting. Responsibilities include planning and scheduling parent education events, publicizing events, and setting up and moderating the events.

Individual Volunteer Positions

  • Churchill Cares Coordinator: The Churchill Cares Coordinator serves as a liaison between CRS and school families in crisis by offering temporary support with meals, grocery runs, transportation, after-school care, etc., during the time of crisis. Responsibilities include working with CRS counselors and administrators to identify families in crisis, working with identified families to determine needs and solutions, and organizing volunteers to meet those needs.
  • Fairfax County Council of PTAs (FCCPTA) Liaison: The FCCPTA Liaison will attend meetings of the FCCPTA as a representative of the CRS PTA, report to the membership on any critical issues being discussed by the FCCPTA, bring issues that affect the CRS community to the FCCPTA, and coordinate with the Advocacy Committee on matters requiring action.
  • McLean Citizens Association (MCA) Liaison: The MCA Liaison is the CRS representative on the MCA Education and Youth Committee. Responsibilities include attending MCA E&Y meetings, reporting to the PTA membership on any critical issues being discussed by the MCA, bringing issues that affect the CRS community to the MCA, and coordinating with the Advocacy Committee on matters requiring action.
  • Multicultural Reading Program Coordinator: The Coordinator oversees the Multicultural Reading Program, bringing multilingual reading to classrooms. Responsibilities include planning the lesson schedule, coordinating volunteers, and providing lesson materials as needed.
  • Safe Community Coalition (SCC) Liaison: The SCC Liaison keeps abreast of the SCC activities and reports to the PTA as needed and shares relevant events.
  • Special Education Liaison: The Liaison will attend meetings of the Fairfax County Special Education PTA, report to the membership on any crucial issues being discussed by SEPTA, bring issues that affect the CRS community to SEPTA, and coordinate with the Advocacy Committee on matters requiring action.

FINANCE COMMITTEE (CHAIR: TREASURER)

Subcommittees

  • Appropriations: The members of the Appropriations Committee are responsible for reviewing all funding proposals submitted by parents and staff. 
  • Budget Committee: Each spring, the Budget Committee is responsible for drafting the CRS PTA budget for the upcoming school year, based upon proposals from CRS PTA committee chairs and CRS staff, along with input from the Executive Board. The membership votes on the budget at the start of the school year.

Individual Volunteer Positions

  • Assistant Treasurer: The Assistant Treasurer works with the Treasurer. The Assistant Treasurer submits checks and deposits to the bank on behalf of the PTA.

FUNDRAISING COMMITTEE (CHAIR – VP FUNDRAISING)

Subcommittees

  • Book Fair: CRS holds an annual Book Fair in the fall. The Book Fair Chairs are responsible for coordinating dates and details with school staff; overseeing the vendor which provides books and POS equipment; managing the set-up of the book fair, the sales of books during the event, and the clean up after the event; organizing volunteers to help with the book fair, and submitting the necessary documentation to the Treasurer.
  • Events: The PTA hosts many events throughtout the year.  Responsibilities include coordinating dates and venues, securing sponsors, advertising the event, organizing volunteers, managing food sales, etc. 

Individual Volunteer Positions

  • Restaurant Night Coordinator: This role coordinates and advertises periodic fundraising events at local restaurants where the CRS PTA will receive a percentage of sales.
  • School Supplies Coordinator: The School Supplies Coordinator works with teachers to create a list of all supplies necessary for students for the upcoming year. They provide this list to our school supplies vendor to enable online sales of school supplies kits from May to July. In addition, the Coordinator recruits volunteers to deliver school supply kits to classrooms for the start of the school year.
  • Spirit Wear Coordinator: The Spirit Wear Coordinator will work with a graphic designer to create graphics for clothing (on an as-needed basis), partner with a vendor to supply clothing, and coordinate spirit wear sales either online or through a pop-up shop at CRS events. 

STUDENT ACTIVITIES (CHAIR: VP STUDENT ACTIVITIES)

Subcommittees

  • After School Activities: The After School Activities Committee oversees all PTA-sponsored after-school classes and clubs at CRS. The program has three sessions — Fall, Winter, and Spring. Responsibilities include overseeing our ASA management vendor, who handles most of the items below:
    • Issuing RFPs to FCPS staff and outside vendors for prospective after school clubs
    • Selecting the classes and clubs to be offered
    • Negotiating contracts with outside vendors
    • Creating pricing for each after school class/club
    • Creating a course catalog
    • Completing and filing paperwork with FCPS for approval of all classes/clubs
    • Managing registration
    • Working with instructors on an ongoing basis to ensure quality programming and rectify any concerns or problems
    • Monitoring attendance and student dismissal/pick-up
    • Submitting necessary paperwork and payment to FCPS for hours worked by FCPS employees
  • Sixth Grade Party: The Sixth Grade Party Committee coordinates the big send-off party for all graduating 6th graders. Responsibilities include determining the theme, food, and activities; coordinating all logistics with the school and outside vendors; recruiting and coordinating volunteers; determining the budget and collecting any fees necessary; coordinating the sixth-grade class gift; and ordering class t-shirts.
  • Staff Appreciation: The Staff Appreciation Committee coordinates the schedule and theme for events throughout the school year that show appreciation to all teachers and staff at CRS. Responsibilities include hosting staff luncheons, organizing Teacher Appreciation Week activities, helping with retirement/farewell parties if applicable, and recruiting volunteer coordinators to manage appreciation events.

Individual Volunteer Positions:

  • Library Volunteers Coordinator: Library volunteers assist the librarian with various tasks, including re-shelving and organizing books. Volunteers can work as little as one hour every two weeks or as much as two hours every week. Responsibilities of the Library Volunteer Coordinator include recruiting & scheduling library volunteers and assisting the librarian in training volunteers.
  • Reflections Coordinator: The Churchill Road School PTA Reflections Program is part of the National PTA Reflections Program, an arts recognition program. Student entries are due in October. Responsibilities include publicizing the program, preparing applications, registering our PTA's local Reflections program with the county, collecting artwork, arranging for judging of the artworks and submitting artworks to the judges, registering winners with the county, preparing award certificates, and hosting an awards reception.
  • Spelling Bee Coordinator: The Coordinator manages the written and oral spelling bee for CRS students. (Timeline is usually program registration in fall, student registration in December/January, written test in late January/February; oral bee in February; county competition in March). Volunteers will help administer the written and oral bee. Responsibilities include: registering CRS in the spelling bee program, promoting the bee, and organizing and running both the written and oral bees.
  • Wellness: The Coordinator's role focuses on helping children and their parents learn the benefits of healthy eating habits, regular exercise, and overall personal hygiene. Volunteers have the opportunity to initiate areas of interest and help conduct Wellness Activities, write articles for the Chatter about fitness and nutrition, and organize Family Fitness Days.

COMMUNICATIONS (CHAIR: VP COMMUNICATIONS)

Subcommittees

  • Yearbook: The Committee manages all aspects of Churchill Road's yearbook publication. Responsibilities include:
    • Coordinating with teachers and parent volunteers to take pictures of school events, field trips, and other CRS happenings
    • Coordinating and publicizing school picture days
    • Working with teachers to gather information about their classes and students for the yearbook
    • Working with the art teachers for the cover art contest for sixth graders
    • Managing the layout and content of the yearbook
    • Coordinating with the yearbook vendor to finalize the publishing and printing of the yearbook
    • Publicizing the availability of the yearbook
    • Overseeing the purchasing and distribution process

Individual Volunteer Positions

  • Email Coordinator: The Coordinator manages our email and newsletter communications. Responsibilities include managing our contact database, planning the email content calendar, producing and mailing the newsletter, and other email communications.
  • Room Parents Program Coordinator: The Room Parents Coordinator(s) leads our room parents team. Responsibilities include recruiting parents for each class, training parents on the program & expectations, ensuring grade-level room parent meetings are held at the start of the year with teachers to create a plan for the year, recruiting a treasurer and communications coordinator for each grade, and monitoring annual class fund budgets.
  • Website & Tech Administrator: The Web Admin will identify where technology can help the PTA and work on initiatives to improve our use of technology. Responsibilities include:
    • Identifying needs, setting priorities, and recruiting volunteers as required to assist
    • Ensuring the PTA website is up-to-date and manage online registrations for PTA activities and programs
    • Managing the CRS PTA Google Workspace
    • Maintaining web domain registration (every 4 years)
    • Providing "help desk" support for the Executive Board members as needed

Committees and Volunteer Roles Overseen by the President/President-Elect or executive board

Subcommittees

  • Financial Review Committee: By the end of each school year, either an experienced auditor or Financial Review Committee (minimum 3 people) is nominated and approved by the Executive Board. These individuals are responsible for conducting the annual review of the CRS PTA's financial statements and records and preparing a report and recommendations (if applicable). The financial review must be completed before each school year and presented to the Executive Board and membership.
  • Long Range Planning: (every 2 years)
    The Long-Range Planning Committee is responsible for making strategic recommendations to the PTA for its long-term planning. Recommendations are mainly made based on community surveys, which are designed to allow parental input on the focus and functioning of the PTA. Responsibilities include developing the bi-annual survey of the CRS community, publicizing and administering the survey, analyzing survey data, and presenting findings and recommendations to the Board and membership.
  • Nominating Committee: The Committee (minimum 3 people) is responsible for recruiting candidates for CRS PTA Executive Board positions and presenting the slate to the Executive Board and membership for voting in the spring. The Nominating Committee will elect its chairperson.

Individual Volunteer Positions

  • Parliamentarian: The Parliamentarian ensures that the PTA functions per its bylaws. This person is responsible for understanding the bylaws and advising the Executive Committee on the bylaws' applicability to PTA actions, including what issues require votes, timelines required for nominations and elections, and other procedural requirements.