Officer Role Descriptions

Treasurer responsibilities include:

• Processing payments and expense reimbursement requests
• Collecting receipts and making bank deposits
• Tracking PTA revenues and expenses against budget
• Reporting activity to the Board and general membership monthly
• Handling money at PTA events
• Overseeing the annual budget process
• Providing general financial support to the PTA Board throughout the year

The Treasurer role is a great introduction to the PTA and a way to learn the processes and procedures.

President-Elect may be called upon at any time to assume the role of president, temporarily or until the position is filled in accordance with our bylaws. Responsibilities include:

• Implementing duties delegated by the president​​
• Representing the president in his or her absence​
• Performing specific duties as provided for in the bylaws​
• Familiarizing yourself with all PTA programs and resources​
• Preparing for leadership by attending additional training opportunities and events that may be offered by your council, region, state or National PTA

Great presidents-elect often learn or possess leadership, planning and public speaking skills.

PTA members look to the PTA President for leadership in creating partnerships within your community and fostering an environment where family engagement is encouraged and respected. Responsibilities include:

• Chairing board and general meetings​
• Overseeing fiscal compliance​
• Serving as a liaison with school administration or community partners​
• Checking in regularly with officers and committees to ensure the overall plan is on target​
• Identifying challenges and inviting solutions​
• Familiarizing yourself with all PTA programs and resources​
• Representing PTA to the community​
• Recruiting and mentoring volunteers and future leaders​
• Volunteering at events, when available

Great presidents often have leadership, planning and public speaking skills and experience.

Recording Secretary will serve the PTA by keeping an accurate record of meetings, which become part of the permanent history of the PTA.

Responsibilities include:

• Working with the President to create a meeting agenda

• Sending out meeting announcements, agendas and supporting documents

• Taking attendance and checking for quorum (minimum number of members who must be present to conduct business at a meeting) during voting

• Presenting the draft minutes of the previous meeting, making any corrections and ensuring approved minutes are included in your PTA's permanent record

• Taking minutes, including counting and recording any votes

Great secretaries often have prior volunteer and/or meeting experience and are enthusiastic about PTA.

Web Admin will serve the PTA by maintaining the website, emails and various PTA accounts. They may also research, develop and leverage technology to support PTA efforts.

Responsibilities include:

• Maintaining the PTA website as needed

• Providing general website support to PTA officers and committee chairs (e.g., creating Announcements, Volunteer Signups and Forms)

• Updating Home Page banner images

• Maintaining PTBoard accounts (parent, staff, operation admin and super admin)

• Transitioning PTA officer and committee chair email and PTBoard accounts

• Rolling over the previous school year in preparation for the new school year

• Providing budget needs for online services to the Budget Committee

• Acting as a liaison between the PTA, PTBoard users and the web hosting provider (PTBoard.com)

Great web admins often have prior website experience and are enthusiastic about PTA.

VP, Programs/Enrichment will serve the PTA by overseeing programs and enrichment at Sunrise Valley.

Responsibilities include:

• Organizing a Chair or Committee for each in-class program (e.g., Amazing Earth, GREAT Art)

• Organizing a Chair or Committee for each competitive program (e.g., Reflections, Wordmasters)

• Organizing a Chair or Committee for before-school enrichment (e.g., chess, dance, STEM)

• Working with the school administration to plan programs and enrichment for the new school year

• Assisting with advertising, scheduling, and volunteers for each program as needed

• Providing budget estimates for events to the Budget Committee

Great Programs VPs often have prior volunteer experience and are passionate about PTA programs.

VP, Events will serve the PTA by overseeing community and fundraising events at Sunrise Valley.

Responsibilities include:

• Organizing a Chair or Committee for each community event (e.g., Homecoming Parade, Science Night, Talent Show)

• Organizing a Chair or Committee for each fundraising event (e.g., Fall Festival, Skate Night, Basketball Challenge, Dining for Dollars)

• Working with the school administration to schedule events for the school year

• Assisting with advertising, scheduling, and volunteers for each event as needed

• Providing budget estimates for each event to the Budget Committee

• Maintaining a 3:1 ratio of community events to fundraising events

Great Events VPs sometimes have prior event planning experience and are enthusiastic about PTA.

Sunrise Valley PTA Mission

Sunrise Valley PTA works to enrich the learning experience of our children, energize our community, and support the families, teachers, and administrators that make Sunrise Valley great.

Sunrise Valley PTA Bylaws

Sunrise Valley PTA operates under the Uniform Bylaws of our parent organization, the Virginia PTA.

The Sunrise Valley PTA organizational structure (see attachment below) requirements under these bylaws were approved by membership vote at the October 2024 meeting.

• SVES_PTA_org structure form.PDF

Why should I support the Sunrise Valley PTA?

Because YOU care about your child and WE want to provide the best educational experience for ALL students. Fairfax County Public Schools is only able to provide so much after salaries, building maintenance, books, technology, and staff needs, so we encourage EVERYONE to contribute because EVERY dollar benefits our students. Your support—in the form of a $25, $50 or $100 membership—will pay for academic and enrichment programs and events that are not funded by the school’s budget. SVES PTA programs and events will only occur with adequate funding and membership is our biggest fundraiser of the year.

• For early registration access to and reduced fees for enrichment programs
• To connect with a community of parents for resources and ideas
• To help shape your child(ren)’s academic experience

What events are made possible by the Sunrise Valley PTA?

The following events are organized, hosted, and fully funded by SVES PTA:

Rising Kindergarten Play Dates (August)

Appreciation events for Teachers and School Staff (August, December, May)

Popsicles on the Playground (August)

Boo Hoo / Woo Hoo Breakfast (August)

Dining for Dollars (all year)

Bike/Walk to School (October, May)

Fall Festival (October/November)

Homecoming Parade (October)

Veterans Day Celebration (November)

Skate Night (December)

Game Night (February)

Basketball Challenge (March)

Show What You Know Expo (April)

Talent Show (May)

Movie Night (May)

Sixth Grade Party (June)

What programs are made possible by the Sunrise Valley PTA?

The following programs are organized, hosted, and fully funded by SVES PTA:

Amazing Earth

Enrichment classes

Field trip buses

GREAT Art

Playground equipment

Reflections

Teacher mini grants ($400/grade for items not covered by FCPS)

Technology (laptops, iPads, etc)

What can I do to support Sunrise Valley PTA?

You can support SVES PTA with a family membership of $25, $50, or $100 or a teacher membership ($5). You can also donate any amount you’d like and/or volunteer your time.

Is my Sunrise Valley PTA donation tax-deductible?

Yes. Your donation is 100% tax-deductible.

Do I need to volunteer my time if I have an Sunrise Valley PTA membership?

No. You are not required to volunteer if you support SVES PTA.

Do I need to attend PTA meetings if I have an Sunrise Valley PTA membership?

No. You are not required to attend PTA meetings if you support SVES PTA.

Do I need to sell anything (wrapping paper, cookies, etc) for Sunrise Valley PTA?

No. SVES PTA does not ask students to sell products to raise money.

How does Sunrise Valley PTA raise money?

Our primary fundraising comes from PTA membership—parents/supporters who support SVES PTA for $25, $50 or $100, as well as those who donate any amount of money. We host two main fundraising events—the Fall Festival in the fall and the Basketball Challenge in the spring—along with several smaller events throughout the year. SVES PTA sells Original Works at least once/year, incorporating student’s artwork into keepsake items. We also partner with local restaurants to host dining for dollars events so SVES PTA receives a portion of the proceeds from the sales that day.

Who should I contact if I would like to volunteer?

• You can attend PTA meetings (second Wednesday of the month).
• You can visit SVES.ptboard.com for upcoming events and add your name to the volunteer signup list.
• You can volunteer in your child’s classroom for Amazing Earth and/or GREAT Art—both programs require one hour/month.
• You can join the SVES PTA Facebook Group to stay informed about what’s happening with timely reminders. It’s also a great place to ask questions or connect with other parents related to specific events or topics.

Who can I contact if I have other questions about Sunrise Valley PTA?

Contact SVES PTA Membership at membershipSVESPTA@gmail.com. If they don’t know the answer to your question, they will find someone who does!

How do I get reimbursed for Sunrise Valley PTA expenses?
 

You can submit a reimbursement request here for any expenses you have incurred on materials or supplies for PTA-sponsored events and programs. Please submit within 10 days of the event, if possible, and we aim to approve and send payment out within 2 days from submission.

Sunrise Valley PTA Budget

The approved SVES PTA Budget for the 2024-25 school year is found here. Our fiscal year runs from July 1, 2024 - June 30, 2025.

All monthly financial reports and meeting notes for the 2024-25 school year are available here.

Prior School Years

All budgets, monthly financial reports and meeting notes, and annual audit documents for prior school years can be located via the links below:

• School year 2023-24
• School year 2022-23
• School year 2021-22

Questions? Contact the Treasurers at SVESPTAtreasurer@gmail.com.

2022-2023 Meeting Agenda & Minutes

2021-2022 Meeting Agenda & Minutes

Questions? Contact our Recording Secretary at secSVESPTA@gmail.com.

2020-2021 Meeting Agenda & Minutes

2019-2020 Meeting Agenda & Minutes

2018-2019 Meeting Agenda & Minutes

2017-2018 Meeting Agenda & Minutes

2016-2017 Meeting Agenda & Minutes

Mini Grants

The Sunrise Valley PTA mini grant program offers additional funding to grade level and specials teachers in order to offer curriculum-relevant enrichment to their students. All students in the grade level or specials program must be able to benefit from this enrichment. 

• Each grade level (including pre-K and special education program) may request up to a maximum of $400 this school year
• Each specials departments (including art, music, PE, library, and tech programs) have been allocated up to $500 this year

Mini grant requests must be submitted to the PTA by March 1, 2025, even if the funds are not required until later in the school year. Any unused mini grant funding still remaining after March 1 will be redeployed for additional classroom supplies or ad hoc teacher requests on a first-come, first-served basis.

Grant requests should be submitted to Principal Younger for approval using the guidelines on the application form here.

Have you ever wanted to:

• Use your talents and special skills to help Sunrise Valley?
• Connect with the Sunrise Valley community of families and teachers?
• Feel a sense of accomplishment?

Then consider using your time, talents, skills and energy to help in the areas listed below. All of the amazing programs and events at Sunrise Valley are only possible because of the dedication of our volunteers!

Programs

We have many recurring programs that require ongoing opportunities to volunteer. Most of these roles only require an hour or two of your time. You can help once or several times throughout the year.

• Amazing Earth Volunteer – present a science concept to your child’s class (or assist the presenter) and then facilitate a related science experiment during a monthly one-hour classroom session. No science experience is required! Contact the Amazing Earth coordinators at SVESAmazingEarth@gmail.com.

• GREAT Art Volunteer – present an artist to your child’s class (or assist the presenter) and then facilitate a related art project during a monthly one-hour classroom session. No art knowledge is required! Contact the GREAT Art coordinators at SVESPTAGraceArt@gmail.com.

Events

We plan many one-time family events throughout the year and need everyone’s help for them to be successful. The events present a variety of volunteer opportunities including pre-planning, idea sharing, and event day execution. We welcome your thoughts, talents and time to enrich these events… and the lives of our SVES kids!

• Homecoming Parade Coordinator (October) 
• Skate Night Coordinator (December) 
• Family Game Night Coordinator (February) 

Questions? Contact the SVES PTA Events Team at SVESevents@gmail.com.

Website Privacy

Login and Password:

Every user on the PTA website is assigned a login (their selected email) and password (chosen by the user). Each password is encrypted in the web hosting provider’s database and is not visible to any PTA website users including Super Admin. Each user may change his/her own login and password as desired. Super Admin does not have the ability to change user logins or reset passwords.

Personal Information:

Users of the PTA website can enter and edit personal information such as email, phone, and address. Users are also able to edit the personal information of members of their families. Super Admin has the ability to change or delete user data and remove user accounts.

Online Use of Student Names and Photos:

Our PTA online policy prohibits the display of students’ full names and/or the display of student photos. For names, the PTA will use the student's first name followed by a single initial for the last name, e.g. "Jane D." For photos, permissible exceptions are those which do not show students' faces (e.g. taken from the back) or photos in which the students' faces are too small for identification even when the photo is digitally enlarged.

The purpose of this policy is to protect the privacy of our students and their families. This policy extends to all forms of online posting for PTA-sponsored programs and events and includes, but is not limited to, the PTA website, auction websites, online surveys, etc. Students' full names and/or photos may be used with express written permission from a student's parent or legal guardian. This authorization must be submitted to the PTA president and the PTA web admin and will be stored in our PTA records.  

Student Directory:

The student directory is a restricted resource on the PTA website only for PTA members who are confirmed families at Sunrise Valley. Personal information, including name and email, is visible to all other PTA website users who are also PTA members. This information can be limited by each user through the process of concealing data within the student directory or removing data permanently from the user account. Super Admin can remove data upon request. Most display options are manageable by the individual user.

Information Collection and Sharing

When you provide your name, email, phone numbers, address, and student information, the PTA may use this information to contact you about orders you have made, registration for your student, or volunteer opportunities you have signed up for. 

The PTA does not share your information with outside vendors without your express permission. 

The PTA does not share your information with Room Parents or Teachers.  You must join your student’s teacher’s classroom in order to be included in Amazing Earth and GREAT Art communication. 

Financial Aid

Scholarship requests are highly confidential. Only the treasurer and the school counselor have information about families that request financial aid. Super Admin does not have access to personal financial information about any Sunrise Valley families except for actual purchases made through the website. 

Financial Privacy and Security

Purchases and Registrations:

Users may view their order history, as well as details about each order. Super Admin has this ability as well. Paid orders cannot be deleted by any users, only by our web hosting provider.

Credit card numbers are NOT stored in the PTA website database. They are transmitted to our credit card processing agency (PayPal) at each point of purchase. The treasurer does not have access to credit card numbers when processing payments or refunds through PayPal administration.

Website Security

The PTA website is maintained on a shared server at our web hosting provider, PTBoard.com. All data on our website is secured by an SSL certificate issued to PTBoard.com and every user is assigned a login (their selected email) and password (selected by the user) in order to access their data such as personal information, order history, and registration details.

Glossary

User: A person who has created an account on the PTA website. This designation gives the user access to restricted content on the website. A user can participate in sign-ups, purchase products and receive PTA email communication. All currently-enrolled Sunrise Valley ES families and staff (administration, teachers, etc.) who have an account on the PTA website qualify as “users.”

Visitor: An anonymous member of the general public who can see everything that is in the non-restricted areas of the PTA website. They can purchase most products (e.g., tickets, spirit wear, etc.) available on the website. They can not participate in sign-ups and will not receive PTA email communication.

Super Admin: This is a user who is given this designation in the administration section of our PTA website. Super Admin has full control over all aspects of the configuration and content of the website. They have the authority to make changes in all areas of the website and can view all personal data collected by the website’s users. The following individuals are designated as super admin for our PTA website: the Web Admin, the President, and the Membership VP.

Web Hosting Provider: Our PTA website is hosted on web servers that are owned and operated by PTBoard.com.

Specific questions about PTA online privacy and security should be addressed to the web admin at SVESPTAweb@gmail.com.