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10/27/10 |
        
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What does our PTA do & how do we do it? Have you ever wondered what your PTA does for you and your school? Here are some of the things the PTA has organized or funded:
PTA members also spend countless hours in classrooms and at
home helping our teachers in anyway they can. Through donated time and
classroom supplies we improve the quality of Every Member of the PTA is Priceless!
What helps to make Live Oak such a great school? Our parent volunteers of Course! Live Oak Elementary School PTA takes great pride in its tremendous parent volunteer support. You can really make a difference! We hope that the following information will help you find a role and answer your basic questions about how to join Live Oak Elementary Schools PTA effort.
Introduction & Overview of PTA Roles Live Oak Elementary School is a wonderful community because of its extensive parental support and the volunteer contributions of people just like you! Job descriptions for PTA board and committee chair roles are on the following pages. To get you started, here are the answers to a few commonly asked questions:
What PTA board positions are available? PTA boards positions are open to any Live Oak parent and do not require previous board or PTA experience. If you are interested in a PTA board position for the following school year, you should contact the parliamentarian or a nominating committee member in January or February.
How do PTA board and Chairman Positions get filled? A nominating committee, coordinated by the current parliamentarian, is elected in January of each school year. This committee then seeks out nominees for each board
What are the basic and shared job responsibilities of board members and Chairs?
· Help to recruit and train your successor · Keep binders up-to-date; maintain good files · Attend PTA meetings whenever possible
What are the basic job responsibilities of board members? · All of the above, plus: · Attend board meetings scheduled as needed throughout the school year What kind of files should I keep? It is a great help if you create and/or audit a binder for your position and to have a short orientation when you hand it over to your successor. An ideal binder contains a summary of the position, a calendar or timeline for your job or event, your budget, vendors used, ideas you tried and liked or didn’t like, fliers you created, feedback you received, and anything else you think would help your successor to get a good start.
President
Time Commitment: 4-8 hours per week Busiest Times of Year: Busiest at the beginning of the year and during large events; additional special projects as desired
· Create Welcome back packet for new school year · Create PTA meeting agenda and forward to president. Post agenda at least 10 days prior to meeting in school bulletin board or website. · Manage overall objectives and strategies of PTA · Contact all committees chairs with training opportunities through SCV Council over summer · Act as liaison between parents and principal / staff · Help recruit PTA Committee Chairs · Create agenda and facilitate monthly PTA meetings · Create agenda and facilitate monthly PTA board meetings · Write periodic .PTA news. bulletin for the Newsletter and website · Create school calendar and budget with Principal and Treasurer · Speak at Back to School Night and other events · Attend (or designate someone else to attend) monthly PTA Council meetings · Form committee to publicize nominations and select annual honorary service award Recipients · Help to recruit and train your successor · Keep binders up-to-date; maintain good files · Attend PTA meetings whenever possible · Become familiar with the duties of each chairman by reviewing the California State PTA Toolkit. Share job descriptions and materials as noted with the chairmen and help them to secure procedure books and materials from their predecessors. · Prior to taking office, request the outgoing president’s procedure book and review it and all material received from previous president. · Coordinate with treasurer-elect to have the signature cards for bank accounts updated with new officers and submitted to the bank at the beginning of the new term Coordinate with treasurer-elect to have the signature cards for bank accounts updated with new officers and submitted to the bank at the beginning of the new term · Hold brainstorming session(s) with the board-elect to establish unit goals. · Work with committees in charge of activities scheduled before school begins, such as student registration and welcome for teachers, new students, and parents. · Meet with the room representative coordinator and principal to plan an orientation meeting for room representatives and/or grade level representatives.
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Vice-President
Time Commitment: 4-8 Hours a week Busiest Times of Year: Varies
· Help President with duties as needed · Fill in for meeting that president can not attend
Ways and Means
Time Commitment: 2 hours per week; much more during peak times Busiest Times of Year: Around our three major fund raisers. Fall Fundraiser, Cow Plop Spring Fundraiser
· Attend summer PTA Board meeting if required · Begin planning Fall fundraiser over summer break · Run Fall Fundraiser including kick off assembly, answer questions during event, count all money received promptly, organize delivery, and provide President with updates and any necessary paperwork. · Assist Cow Plop Chair with money handling and organizing if needed · Run Spring Fundraiser including kick off assembly, answer questions during event, count all money received promptly, organize delivery, provide President with updates and any necessary paperwork. · Keep accurate records of events
Time Commitment: 5-8 hours per month Busiest Times of Year: On-going · Recruit committee of helpers and focus on making all parents feel welcome at Live Oak.
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Recording Secretary
Time Commitment: 80 hours per year Busiest Times of Year: Following each PTA meeting
· Take minutes at PTA meetings. Forward to president for review, and then submit minutes for inclusion on website and on bulletin boards. · Make copies of the minutes for the next PTA meeting so they can be approved by the membership. Forward copy of minutes to treasurer when completed. · Keep accurate record of minutes in PTA Secretary Book · Attend PTA-sponsored workshops or trainings. · Obtain secretary’s minute book with minutes of previous meetings and other materials from predecessor · Prepare a list of unfinished business items for the president and assist with preparation of the agenda, if requested. · Have on hand for reference at each meeting a copy of the bylaws and standing rules, copies of agendas, motion forms, minutes of previous meetings, list of all committees, and an up-to-date list of all members. · Prepare the minutes and give a copy to the president soon after each meeting. · Make all corrections to the official minutes. Corrections to the minutes are made immediately following the reading of the minutes, during the time specified on the agenda for minutes, or at any subsequent meeting when errors are discovered. The current minutes shall reflect that a correction was made. In the master copy of the minutes, the secretary circles the incorrect words with a red pen and notes the correction in the margin. Corrections must be dated and initialed. · Prepare and read a report (not the full minutes) of each executive board meeting at each association meeting, and move the adoption of board recommendations. · Sign, with the president, authorizations for payment after the association votes to pay a bill. Record all expenditures in the minutes. · In the absence of the president and vice presidents, call the meeting to order and preside until the election of a chairman pro tem, unless the bylaws specify otherwise. · Send notices of meetings to executive board members and/or association members, as directed.
Treasurer
Time Commitment: 100 hours per year, including attending PTA meetings. Busiest Times of Year: Beginning of the year due to learning curve; some summer, during Major events
· Prepare the annual tax return. · Inform committees of budgeted funds. · Pay bills and reimbursements as required. · Oversee ongoing PTA finances, ensure adherence to approved PTA budget. · Prepare and present budget report for each PTA meeting. · Prepare and present Treasurer report at each PTA Meeting · Keep accurate records all all transactions · Pay membership, insurance, and other fees onetime to PTA council · Make timely deposits to bank when ready · Become familiar with ethics of money raising and secure copies of financial resource information: · Obtain hard copy of financial records and materials such as supplies, ledger, checkbook, tax records, and procedure book from predecessor. · If the previous PTA treasurer utilized a computer program to maintain the financial records, identify how those files have been saved, how the computer files will be transferred, and if a computer program will continue to be used. These should include the standardized PTA treasurer’s book (ledger). File new signature cards for PTA account at bank approved by executive board. Require two signatures on all checks. · Serve on and meet with budget committee appointed by president-elect as soon as committee appointment is made. · Have the executive board recommend adoption of the budget to the association at the first regular meeting of the year. The association may amend the budget before voting on adoption · Deposit all monies promptly in the unit PTA bank account · Workers’ Compensation Annual Payroll Report. An annual payroll report from each unit is mandatory whether or not anyone was hired. Keep a record of hours of service for which anyone has been paid by the unit.
Auditor
Time Commitment: Up to 8 hours per year Busiest Times of Year: During two annual audits · Twice a year, examines and prepares report on the PTA financial books. Gives report at following PTA meeting.
Parliamentarian
Time Commitment: 40 hours, without amending any bylaws Busiest Times of Year: On-going · The first and foremost job/role of the Parliamentarian is: Be There. You need to be at all PTA general meetings and all the PTA board meetings. Your role is to ensure all present act within Bylaws, and within some approximation of parliamentary procedure (Robert's Rules). · The second role is: Chair the Bylaws Committee and review bylaws And standing rules annually. Formal adoption of new bylaws is an every-other-year Thing. This is a good early year task. · The third role is: Manage/oversee the Nominating Committee Process. Once the Parliamentarian forms the committee, s/he remains available to assist them at their request. However, the Parliamentarian meets with the committee only if she has been elected to the committee.
Time Commitment: 2 hour a month Busiest Times of Year: On-going
· Maintain Live Oak PTA web presence by updating web information and beautifying the site.
Book Fairs
Time Commitment: 80 hours a year Busiest Times of Year: Very intense for the weeks surrounding the Fair · Coordinate the marketing, sales, set-up and tear-down, staffing, inventory control, and overall operations of our fall and Spring Book Fairs. A team of chair people is preferable.
Harvest Fair Chairperson
Time Commitment: 80+hours Busiest Times of Year: Summer and fall · Coordinate our largest community-event and fund raiser. Fill key positions and Manage a Carnival committee and the Carnival budget. · Good job for a team player. · Overall responsibility for event, but a team of chair people is preferable
Time Commitment: 40-50 hours Busiest Times of Year: Fall, but ongoing throughout the year
· For each membership drive, develop letter for Live Oak Newsletter, stamping membership envelopes for distribution, collecting envelopes, recording membership names for printing at later date in bulletin. Collect, count, and deposit money with treasurer. Develop bulletin notices to list and thank all paid members. Distribute membership cards.
Room Rep Coordinator
Time Commitment: Couple hours a month Busiest Times of Year: On-going · Assemble a list of potential room reps for all teachers. Orient Room Reps. Conduct 2-3 additional meetings each year around Cow Plop Silent Auction donations and Teacher Appreciation Week · Round up volunteers when asked by committee chairs. · Form committee to publicize nominations and select annual honorary service award
Assemblies
Time Commitment: 3-4 hours to research for each assembly Busiest Times of Year: 2-4 assemblies per year · Investigate and recommend to the Principal and PTA President 2-4 school assemblies per year. Book and manage these events.
Time Commitment: 40-50 Hours Busiest Times of Year: On-going · The Teacher Appreciation Chair is primarily responsible for organizing Teacher Appreciation Week. A Team of chair people is preferred
Box Tops Time Commitment: 20 Hours a Year Busiest time of year: On-going · Organize box top program. · Send home flyers requesting box tops, collect, submit to box tops for reimbursement
Junior Achievement Time Commitment: 10-20 Hours a Year Busiest time of year: On-going · Recruit Junior achievement volunteers and cordnate with teachers time frame to begin program · Order and distribute supplies for program
Time commitment: Every Tuesday at lunch Busiest time of year: On-Going · Stock and run little red school house at lunch for children. · Distribute little red school house flyers to classrooms · Recruit volunteers to help
Time commitment: 30+ hours Busiest time of year: January to March · Organize event · Recruit volunteers to help
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Newsletter Time commitment: 40-60 Hours Busiest time of year: On-Going · Publish monthly school newsletter and distribute to classrooms · Contact and receive articles from teachers and pta for publishing
Time commitment: 30-40 Hours Busiest time of year: · Organize Red Ribbon week activities · Decorate school for event
Time commitment: 20-30 Hours Busiest time of year: · Organize reflections program and host reflections tea. · Attend PTA council meeting on reflections night to turn in winning entrees
Time commitment: 30+Hours Busiest time of year: Ongoing · Organize monthly restaurant night at local restaurants. Sign contracts with president and make arrangements for fundraising. Send out flyers to students to promote event.
Time commitment: 30+ hours Busiest time of year: · Take orders from student for spirit wear and distribute to families when delivered. · Sell spirit wear at pta events · Count money received and prepare for deposit
Time commitment: Busiest time of year: · Prepare shirts and certificates for student of the month assembly each month
Time commitment: Busiest time of year: · Organize and contact school volunteers for assistance with on gong events
Time commitment: Busiest time of year: · Organize ad run women and history activities · Coordinate activities with teachers · Recruit volunteers for activities
Time commitment: 30+ Hours Busiest time of year: January-March · Organize event · Recruit volunteers to help · Send home flyers and invitations, collect money and count for deposit.
Time commitment: 30+ hours Busiest time of year: January-March · Organize event · Recruit volunteers to help · Send home flyers and invitations, collect money and count for deposit. · Cordnate with teachers regarding talent portion of event: hold audition, music arrangements, costumes ect.
Time commitment: Busiest time of year: · Organize and run activities and coordinate with classroom teacher
Time commitment: Busiest time of year:On going · Organize all aspects of yearbook. Design yearbook pages, take pictures or events, submit pages to vendors, order yearbooks, send home flyers, collect orders and moneys, prepare monies for deposit, keep accurate records of orders received and distributed
Frequently Asked Questions about Volunteering
Budget How much money may I spend? Almost all PTA Board Members or Chairs have a budgeted amount of PTA funds. If you plan to spend more than your budgeted amount, you need to get prior clearance from the Treasurer or President.
Reimbursement In order to be reimbursed for expenses from your budgeted committee expenses, The reimbursement process is as follows: If your purchase has not yet been made, fill out the check request form (available In the Office in the PTA box), and put it in the PTA Treasurer’s mailbox, who will Write the check directly to the vendor for you. If your purchase has already been Made, fill out the reimbursement form and put in the PTA Treasurer’s mailbox. A Check will be made and mailed to your home.
This site was last updated 09/19/10 |
