Membership Roles

Introduction and Overview of PTA Roles

Ponderosa  Elementary is a wonderful school because parents and staff work together for the good of the students.  This could not be accomplished without parental support and the volunteer contributions of parents just like you! Job descriptions for PTA board and committee chair roles are listed below.  To get you started, here are the answers to a few frequently asked questions:

What does the PTA do for the school?

The PTA works with parents and faculty to organize and facilitate events both during and after school hours that serve to enrich our children's educational experiences and build a stronger community. Some of the programs PTA helps support include: Panda Prowl, Spring Carnival, Field Trips, Health and Wellness Committee, Global Committee.

Why should I serve on the PTA board?

1. Your child feels a sense of pride to know that his/her parent holds an office.

2. You get to meet and work with wonderful people!

3. You stay updated and informed on what is going on at our school.

4. You can more effectively suggest change at our school.

5. Everyone has different strengths and talents. Everyone has something unique to offer our school and our children!

Can I be a member and work full time?

Yes! Many of our members hold a full or part time job.

Do I have to be a mom to serve on the board?

No! We love to have dads, grandparents, aunts, uncles and anyone who cares about Ponderosa Elementary and the students who attend here.

Does it take a lot of time?

Yes and no--it depends on the position. Some duties can be performed from home and some require your presence at the school. Some positions are seasonal and some require some effort for most of the year.  Some positions work well if you decide to do them with a friend.  Explore which position would be right for you. The time you donate to actively participate in your child's school is time well spent. It shows our children that we care about what they do every day.

BOARD POSITION DESCRIPTIONS

                        (Most responsibilities are on-going throughout the year)                       

·         Attends monthly PTA meetings

·         Votes on PTA issues, brought before the board

·         Helps with PTA activities as your schedule permits

·         Attends Yearly PTA Convention

·         Manages overall objectives and strategies of PTA

·         Acts as liaison between parents and principal/staff

·         Recruits and oversees PTA Committee Chairpersons

·         Hosts Ice Cream Social at Back to School Night

·         Presides over all PTA general and executive board meetings, ensuring all who are present act within Bylaws,

and within some approximation of parliamentary procedure (Robert's Rules)

·         Chairs the Bylaws committee and review bylaws and standing rules annually, formal adoption of new bylaws when needed

·         Creates and distributes monthly newsletter including (but not limited to:) PTA activities, fundraiser results, upcoming events,

monthly volunteer hours, membership and other pertinent PTA information

·         Ensures that the PTA Board is: Nurturing future leaders for our PTA, giving adequate training to our Board so that they can

lead in the future, matching the skills of our volunteers with their assignments so they can succeed in their job, meeting the needs

of our volunteers, building unity and teamwork, and being inclusive

·         Maintains PTA Facebook, along with Secretary

·         Helps execute activities as needed        

·         Performs same duties as the President, in the absence or incapacity or request of President

·         Works alongside the President as an adviser, helper and trainee, preparing for future position as president

·         Supports the President by assisting to make sure the PTA is successful

·         Attends all PTA general and executive board meetings, ensuring all who are present act within Bylaws, and within some approximation

of parliamentary procedure (Robert's Rules)

·         Helps with board transitions

·         Helps execute activities as needed

·         Prepares the annual tax return

·         Tracks and records all financial transactions: membership dues, donations, receipts, disbursements

·         Keeps the PTA compliant with rules and regulations, reporting to government agencies and state PTA as required

·         Informs committees of budgeted funds

·         Pays bills and reimbursements as required (within 48 hours of approval)

·         Oversees ongoing PTA finances

·         Ensures adherence to approved PTA budget

·         Prepares and presents budget/treasurers report for each PTA meeting

·         Prepares and presents year-end audit   

·         Collects membership dues and submits officer list and membership list to PTA as required

·         Records minutes at PTA meetings, submits minutes for inclusion on website, parent portal and posts to PTA Facebook

·         Creates agenda, with the help of other executive board members

·         Maintains PTA Facebook, along with President

·         Counts a rising vote when requested by the presiding officer

·         Ensures Board members are reminded of meetings each month

·         Has the following on hand for reference at each meeting:

o   bylaws and standing rules

o   agendas and minutes

o   copies of treasurer's reports

o   approved budget

o   list of: membership and committees and their members

o   yearly calendar

·         Finds volunteers for events and activities (via Vital emails and SignUp Genius)

·         Provides list of scheduled volunteers to board member chairing a specific  event (typically by SignUp Genius)

·         Provides list of volunteers to Volunteer Recognition Chairperson so thank you notes can be written and delivered

·         Recruits and manages committee

·         Committee plans and executes Teacher Appreciation Week in May

·         Plans teacher meals during conferences (including delivery to the school, set up,   clean up)

·         Comes up with creative ideas for gifts, puts together the gifts and delivers the gifts to the teachers at the beginning

of the school year and 3-4 times during the school year. These gifts should be inexpensive, but thoughtful reminders of how

much we appreciate their work during the year.

·         Recruits and manages committee

·         Committee writes and delivers thank you notes to volunteers

·         Applies for National PTA membership awards

·          Recruits and manages committee of board members and volunteers to help plan    and execute Spring Carnival

·         Recruits and manages committee of board members and volunteers to help plan and execute walkathon

(collaborating with PE Teacher, Lou Nypaver)

·         Recruits and manages committee

·         Committee communicates and publicizes program information to teachers, students and parents, secures judges, collects student entries

·         Sends winning entries to District level for further judging

·         Plans for and provides prizes to participating students, within budget

·         Recruits and manages committee for Family Fun Nights (Chipotle, KNO, Fly High, Freddy’s, etc.)

·         Works with board to choose fundraisers

·         Schedules monthly/bi-monthly “Family Fun Nights” and corresponding “Spirit Days”

·         Communicates with businesses to plan event nights

·         Makes, organizes and distributes materials and flyers

·         Picks up funds raised from business and delivers to PTA box

·         Plans prizes for fundraiser participants within budget (highest class participation, etc.)

·         Recruits and manages committee for community building events, family nights in-house, other free events.

·         Works with board to choose events (movie night, game night, fitness night, art night, swim Saturdays, tie-dye night, 

parent trainings, motivational speakers, etc.)

·         Makes, organizes and distributes materials and flyers

·         Plans and executes membership campaign

·         Creates and maintains updated membership roster throughout the year and

          provides updates to Secretary and Treasurer

·         Works with classroom teachers to establish a room parent for each class, providing a room parent handbook from PTA

·         Updates membership board

·         Decorates board for activities/events

·         Researches and applies for grants and donations

·         Works with local businesses to obtain donations for events/activities