Board & Committees Job Descriptions - Darien High School Parents Association

These descriptions serve as an overview of the position and some provide a rough time frame for the commitment. The number of people needed for this position is listed next to the title. Some content is subject to change. Please click to ask any questions!

Co-Chair (2) *

Schedule, organize and preside over DHSPA and Executive Board meetings.
Serve as the primary link between the DHS Administration and parents, meeting regularly with the principal and communicating with parents at DHSPA meetings, in the DPN (parent newsletter), and on the DHSPA website
Participate as a member of the DHSPA Budget Committee
Serve on the Council of Darien School Parents (CDSP), attending Board of Ed meetings, Board of Finance Public Hearings, and the RTM’s Annual Budget Meeting in this capacity
Attend when invited by community organizations to participate in various meetings throughout the school year
Compile and edit the DHS Parents Survival Guide over the summer
Work with Program Chairs to help arrange the DHSPA programs with the Administration.
Provide year-round support, and if needed, assistance, to any and all DHSPA Committees and Committee Chairs
Voting position and ideally a 2 year position

Vice Co-Chairs (2)*

Shadow the Co-Chairs throughout the year in all their responsibilities and Executive Board meetings in anticipation of moving to the Co-Chair position the following year.
serve as the secondary (support) link between the DHS Administration and parents.
Participate as a member of the DHSPA Budget Committee
Attend when invited by community organizations to participate in various meetings throughout the school year
Work with Co-Chairs to compile and edit the DHS Parents Survival Guide over the summer
work with Events Chair, Hospitality Chair, CDSP Reps, and Fitch Rep to provide year-round support, and if needed, assistance.
provide updates to Co-Chairs and at Executive Board meetings on the events of these groups and feedback as needed.
This is a voting position
Oversee Hospitality, Graduation Reception, Senior Class Picnic, School Spirit Events Committees, Back to School Luncheon, Holiday Faculty Luncheon, Year End Faculty Luncheon, Beautification Committees, Activities and Clubs Fair, and Wellness Team
Utilize a shared calendar or google doc to allow all committees to populate and ensure there isn’t overlap and to keep everyone in the loop
Request that the committees report and update to the Vice Co-Chairs once a month prior to the DHSPA executive board meeting
Provide balloon clusters for Black Student Union for Black Student Month
Offer support to the Gay Straight Alliance for Pride Month with items such as balloons, decorations and covering printing costs for posters if requested
Assist the Club that honors Veterans Day by potentially helping to decorate the campus grounds such as flags around the oval or other

Vice Co-Chair: Hospitality Committee (4-6)

Provides refreshments for the DHSPA meetings and works with the administration to organize and set up refreshments for the Parent Open House/Back to School Night (September).
Members divide the responsibilities of providing refreshments for the grade-level Class Coffees and 8th-Grade Open House Night (February).
Welcome Reception for incoming 9th grade students (in the spring)
Newcomers Coffee (for new families to DHS) and Freshman Orientation Coffee (for existing DPS families) both in conjunction with Freshman/New Student Orientation usually held the day before school starts
Assists with teacher appreciation week in early May (in past, a coffee and donut truck was reserved)
Assists with restocking the teacher’s lounge via sign ups
Plan and arrange food and beverage for the graduation reception, held after the graduation ceremony in June.

Vice Co-Chair: Senior Class Picnic Committee (2 parents of seniors and 2 parents of juniors )

Responsible for coordinating the food, decorations, music, and senior tee shirts for the Senior Class Picnic.
The picnic date is pre-set, immediately following graduation rehearsal (usually around noon), and the picnic takes place in the DHS courtyard.
The committee may add entertainment, but it is not required. The event is funded so no fundraising is required.
Communicate with the DHSPA Co-Chairs and Treasurer for additional guidance and budget information

Vice Co-Chair: School Spirit Events Committee (9) inc (2) Co-Chairs

Plan and execute 5-6 events during the academic year that bring spirit and fun and spontaneous cheer and sense of community to the school.
Obtain approval for events through Ellen Dunn via Maria Farren, DHS’s volunteer coordinator.
Connect with Student Government adult advisors and administrative coordinator Meghan Emanuelson and provide support for Student Government events as requested.
Keep PTO co-chairs in the loop on plans for events.
Lead, attend, and staff all events with parent volunteers.
New themes and creative ideas are always welcome!
Past ideas have included Back to School, Halloween, Thanksgiving, Holiday, Stock the Lounge, St. Patrick’s Day, and Spring Pop Ups

Vice Co-Chair: Back to School Luncheon Committee (5)

Organize a luncheon for the faculty to kick off the school year.
The date is set with the DHS Administrative Assistant.
Responsibilities include arranging food catering, soliciting dessert donations, decorating the room with plants and other festive decorations, and overseeing the event.

Vice Co-Chair: Year End Faculty Luncheon Committee (5)

Organize a luncheon for the faculty to take place in mid-June.
The date is set with the Administrative Assistant.
Responsibilities include arranging food catering, soliciting dessert donations from parents, decorating the room with plants and other festive decorations, and overseeing the event.

Vice Co-Chair: Holiday Faculty Luncheon Committee (5)

Host a mid-December luncheon for the faculty and staff
Responsibilities include arranging food catering, soliciting dessert donations from parents, decorating the room with plants and other festive decorations, and overseeing the event.
The date is confirmed in October with the Administrative Assistant.

Vice Co-Chair: Beautification Committee (5)

Work with Spirit Committee to make sure school looks pretty for Back to School and Graduation
Enhance the school’s appearance by filling, planting and maintaining the 14 outdoor containers.
Maintain and plant annuals under the two DHS signs. When possible they try to “tidy up” other areas of the school.
The Beautification Committee may work with the Director of Facilities to request assistance with the grounds.
Committee is in operation throughout the school year.

Vice Co-Chair: Activities and Clubs Fair Committee (6)

Work with the DHS Administration and DHSPA Fair Chair to plan and organize a DHS Activities Fair in the fall of the school year to introduce students to the many clubs and activities at Darien High School.
The event is held during lunch periods. Planning begins in early September, and the event is held in late September or early October.

Vice Co-Chair: Wellness Team (4)

Coordinate projects and activities for Wellness Week to be held in the Spring.
Coordinate volunteer help and donations as needed, such as healthy snacks, balloons, etc.
Procure donation of items from local businesses for a raffle. Raffle tickets were given to participants in the art project. (Previous year’s project was a Gratitude Wave made with Post-it notes with the help of the Art Department)
Liaise with school about room availability and other arrangements for any of the proposed events, such as yoga in the Wellness Center and art project execution.
Additional activities may be coordinated with the school such as Therapy dog visit and Science talks about sleep, eating well, exercise, etc.

Vice Co-Chair: 100 Days Event Committee

Coordinate with the Vice Co-Chairs to organize and execute the 100 days event

Vice Co-Chair: 9th Grade Preview Committee

In the spring, organize the event for the incoming 8th graders – last year’s event included coordinating buses from MMS to DHS, t-shirts, liaising with DHS and MMS leadership on timing and event structure

Secretary (1)*

Takes notes and attendance, and distributes the minutes for all DHSPA, Executive Board, and other special meetings
coordinates any email voting as directed by the Executive Board, and resolves any questions relating to points of order and voting procedures for the DHSPA business meetings and Executive Board meetings
Works with the Co-Chairs to update Bylaws with an Executive Board vote every 3 years, or as necessary
Voting position

Treasurer (1)*

Maintain all DHSPA financial records in Quickbooks
Work with Assistant Treasurer and DHSPA co-chairs on creating the annual budget
Present the annual budget at the first DHSPA Exec board meeting
Once the budget is approved, send an email to all the committee chairs with budget detail
Attend monthly DHSPA Exec board meetings; prepare the current financial report and provide a financial update
Pay all bills via check or cc to all vendors for DHSPA expenses; cut checks for reimbursement payments to DHSPA committee members
Record all expenses in Quickbooks
Advise on and distribute any appropriation expenditures
Work with the CDSP Treasurer; prepare CDSP tax information and 1099 information for vendors in addition to any other requested information
Voting position

Assistant Treasurer (1)*

Check the DHSPA mailbox in the DHS office regularly
Monitor PayPal, Square, and Stripe accounts for all deposits and make transfers to Quickbooks
Record and deposit all checks and cash received for DHSPA to the bank (Wells Fargo)
Make all deposit entries to Quickbooks
Reconcile Quickbooks to bank statements (Wells Fargo) monthly
Track Fundraising donations and donor details in an Excel spreadsheet and provide updates to the Fundraising Committee
Work with the Treasurer and DHSPA co-chairs on creating the annual budget
Attend monthly DHSPA Exec board meetings
Two year position where the assistant takes on the Treasurer role in the 2nd year
Voting position

Fundraising Co-Chairs (2)*

sit on the Executive Board as voting members
responsible for implementing a fundraising campaign that contributes to the financial well-being of the DHSPA
historically involves executing events during the fall (Direct Appeal) and spring (Senior Parking Spot Raffle), with a targeted completion before the end of the school year

Fundraising Chair: Spiritwear Committee (1 chair with 2-5 additional members)

Order and sell DHS spirit-wear clothing and novelty items
Maintain any inventory and organize specific sale days, including Freshman Orientation and Open House
Plan a few online sales throughout the school year

Program Co-Chairs (2) *

work with the Co-Chairs and the Administration to plan and arrange programs (speakers) for DHSPA meetings
Sit on the Executive Board as voting members
Organize 6-8 events throughout school year: roughly 3 larger ones (two with DHS Administration – “What’s New” or “Supports at DHS” in late September and Curriculum Electives Expo in January), plus the evening College Admissions Panel event in October and smaller ones
Collaborate with other town organizations for special speakers/ authors, as needed.

College and Career Center Co-Chairs (2)*

Sit on the Executive Board as voting members
Train 25+ committee members and schedule College and Career Center volunteers
Organize a spring College Fair for DHS students
Together with the Director of Guidance, review college trends and application numbers to determine a list of colleges (about 100) to invite to the fair
Invite, track and greet college reps at the fair, and organize the set up and take down of the fair, lunch, signage, volunteer schedule and publicity
Maintain the Center (including water and give-aways for the college reps), publicize it via the DPN, update the bulletin boards/white board, and organize materials in the CCC
When college reps come to DHS, CCC volunteers greet and help them with logistics either virtually or in person.

College and Career Center Committee (currently 29)

Assist with all aspects of the position listed above as requested
Help maintain the Center (including water and give-aways for the college reps), publicize it via the DPN, update the bulletin boards/white board, and organize materials in the CCC
When college reps come to DHS, CCC volunteers greet and help them with logistics either virtually or in person.

Student Government Co-Chairs (2) *

Sit on the DHSPA Executive Board as a voting member
Support the DHS Student Government by pledging DHSPA financial support and assistance with student incepted events and activities on an as needed basis
Attend monthly Student Government meetings and are voting members of Student Government
Support/collaborate with the Student Government Faculty Advisors when requested

Student Government Committee (5-8)

support the Co-chairs in planning and executing special events per the direction of faculty advisors
Other parents may be recruited by the committee, as needed, to help with the various events and functions the Student Government plans
Some examples of events are junior and senior prom, Homecoming, Spirit Weeks and dances.

Communications Chair (1)*

sits on the Executive Board as a voting member
oversees the DPN (parent newsletter), DHSPA Website and DHSPA Social Media (Instagram and Facebook)
serves as the Webmaster of the DHSPA website and is responsible for updating the website and social media, beginning the summer before the upcoming school year. The website is updated for the current school year in August and September and posting to social media continues throughout the year.
vets the materials forwarded to them, scans posts from relevant social media accounts for reposting and then posts to the DHSPA social media channel
coordinates with the editors of the DPN the schedule for weekly postings and is in charge of all blasts
Oversees the transfer of contacts from Directory to the DPN Constant Contact account, and assists in editing the first DPN of the year

Communications Committee: DPN Editors (4 or more)

gather information and send out a weekly email newsletter to parents of students
use Constant Contact for newsletters and monitor shared gmail account
share editing duties among editors
each editor is responsible for two non-consecutive months of the school calendar
responsible for confirming DHS calendar information with the Administrative Assistant, and including DHSPA information provided by the Co-Chairs, Program Chairs, and other DHSPA committee chairs
editors send a DPN test copy to the DHSPA Co-Chairs to review and confirm that all information, including last-minute date and time changes to DHS and DHSPA events, is updated and accurate.

Communications Committee: Directory (1)

The Directory Chair works with AtoZ Directory for online publication of the DHSPA directory.
In June: ask the MMS Directory Chairs to transfer all 8th grade student/parent information—they use the same system so we get automatic access to those listings once it is shared.
In July: remove the seniors class directory info and prepare an email for sales.
In August: craft an email for Ellen Dunn to send to all parents with our sales info.
Subsequent weeks at the start of school: follow up with emails through the Directory platform with sales reminders.
Total time from June to September is approximately 3 hours.

Nominating Chairs (2)*

sit on the Executive board as a voting member
fill the slate of the DHSPA and present the slate at the DHSPA meeting in March/April to be voted on at the next meeting
Nominating Chairs discuss the proposed slate with the DHSPA Co-Chairs prior to presentation to the Executive Board

Nominating Committee (3-6)

Two reps from each grade, when possible, assist the nominating chairs in identifying the DHSPA slate for the next year
Outreach to potential volunteers can be done both via email or in person
Time mostly spent between February-March – roughly 5-7 hours

CDSP (Council of Darien School Parents) Representatives (2)**

Attend monthly CDSP meetings throughout the school year and are welcome, but not obligated, to attend DHSPA Executive Board meetings as non-voting members
Attend/view Board of Education meetings when DHS specific topics are discussed throughout the year
The budget portion of the job begins in November and concludes in May, with a majority of the work falling in the Jan/Feb timeframe
Work closely with the DHS Principal and DHSPA Co-Chairs to help prioritize and develop rationale in support of the DHS budget requests to the Board of Education for the upcoming school year
Expected to participate in CDSP planning meetings to discuss overall budget strategy and to help write or give speeches for the Board of Education and Board of Finance Public Hearings
Approximately 2-4 hours per month

CDSP: Special Education Reps (2)

Support their school community and to be an active member of the CDSP Special Education Subcommittee.
Act as a resource to the PTO executive board on issues related to special education, help them examine opportunities for inclusion, and provide support for parents of children with IEPs. Includes participation during the budget process as requested by PTO chairs.
Work with building administration to foster communication, build community and address building-level issues as appropriate. Includes supporting district-sponsored programming.
As a member of the CDSP Special Education Subcommittee:
- Attend sub-committee meetings held on a monthly basis to identify common issues and share best practices.
- Give any relevant feedback to CDSP SE Chair during the BOE budget process
Attend CDSP subcommittee meetings on a monthly basis
Attend (in person or virtual) Board of Education meetings as appropriate (Estimate 2-3 meetings per year)
Encouraged to attend monthly CDSP meetings
Planning meetings with building special education staff (estimate 3-4 meetings per year.)
This position is a non-voting member of the exec board

Fitch Liaison (1)**

A parent from Fitch will provide input and participate in planning all DHSPA activities and programs.
This position is a non-voting member of the exec board.

* denotes Executive Board member

** denotes non voting member of the Executive Board

Updated 8/2024