GRE PTA Description of Board Positions

GRE PTA DESCRIPTION OF BOARD & COMMITTEE POSITIONS

President:

Time Commitment: 4 hours per week
Busiest Times of Year: Beginning of the year but flattens out; additional special projects as desired

Manage overall objectives & strategies of PTA
Act as liaison between parents & principal / staff
Help recruit & fill all PTA Committee Chairs
Create agenda & facilitate monthly PTA board meetings
Create agenda & facilitate about 3-4 PTA general meetings
Create school calendar & budget with Principal & Treasurer
Speak at Back to School Night & other events
Attend (or designate someone else to attend) monthly PTA Council meetings

Vice President:

Time Commitment: 1 hour per week
Busiest Times of Year: Busiest at the beginning of the year but flattens out; additional special projects as desired

Monitor overall objectives & strategies of PTA with president
Help recruit & fill all PTA Committee Chairs
Create agenda & facilitate monthly PTA board meetings when President is unavailable
Create agenda & facilitate about 3-4 PTA general meetings when President is unavailable
Speak at Back to School Night & other events when President is unavailable

VP Programs:

Time Commitment: Up to 1 hour per month, only a few months of the year
Busiest Times of Year: Prior to school starting & early part of the school year

Help the school counselor with Red Ribbon Week as needed
Explore the possibilities of new & continued school programs & assemblies
Plan parent & enrichment programs
Publicize & attract attendance to parent programs

VP Volunteers:

Time Commitment: Varies by activity
Busiest Times of Year: Start of school year & School Events

Work with the PTA board & principal to fill positions at events where volunteers are needed
Create Sign Up Genius for volunteers as needed
Keeping volunteer information current & in order

VP Fundraising:

Time Commitment: 1-2 hours per week during fundraising events
Busiest Times of Year: Around our major fund raisers

Support committee chairs for key fundraising events
Monitor the success of fundraisers & recommend changes to fundraising objectives & strategies at GRE

VP Communications:

Time Commitment: 2-3 hours a month
Busiest Times of Year: Monthly newsletters, communication needs

Publicize school events through a monthly online newsletter
Obtain information from committee chairs & board members to bring the community up to date on current events & opportunities
Publish special events & awareness communications as needed
Ensure Facebook Chair remains updated & edit PTA publications as needed
Set up REMIND app for friendly reminders for our Gator families

Webmaster:

Time Commitment: 1-3 hours a week possible
Busiest Times of Year: Beginning of school year, beginning of each month, then steady effort throughout the year

Maintain Garden Ridge’s web presence by updating web information & beautifying the site
Ensure that paid services are renewed annually. (Domain Registration, Website renewal, etc)
Manage the Administrative side of the GardenridgePTA.org account
Ensure that the online calendar content is up-to-date. (input from board members & committee chairs)
Support board members with various functionalities & features

VP Secretary:

Time Commitment: 10-20 hours per year possible
Busiest Times of Year: Following each PTA meeting

Take minutes at PTA meetings, then forward to president
Submit minutes for inclusion on the website
Make copies of the minutes for the next PTA meeting so they can be approved by the membership

VP Treasurer:

Time Commitment: 100 hours per year, including attending PTA meetings, Tax return (done by hand) takes about 4 hours
Busiest Times of Year: Beginning of the year due to learning curve; some late Spring/Summer work getting budget ready for Fall with the president

Prepare the annual tax return
Generate & maintain the PTA budget
Inform committees of budgeted funds
Pay bills & reimbursements as required
Oversee ongoing PTA finances ensure adherence to approved PTA budget
Prepare & present budget report for each PTA board & general meeting

VP Parliamentarian:

Time Commitment: 10-20 hours annually possible, without amending any bylaws
Busiest Times of Year: On-going

Be There. Needs to be at all PTA general meetings & all the PTA board meetings
Ensure all present at meetings act within Bylaws, & within some approximation of parliamentary procedure
Chair the Bylaws Committee & review bylaws & standing rules annually. Formal adoption of new bylaws is completed every five years or as needed. This is a good early year task
Manage/oversee the Nominating Committee Process. After the Parliamentarian forms the committee, s/he remains available to assist them at their request. However, the Parliamentarian meets with the committee only if s/he has been elected to the committee

VP Membership:

Time Commitment: Up to 8 hours; Good job for parent working daytime hours
Busiest Times of Year: Beginning of school year mostly as well as during the school year as Membership chair sees fit

Review & plan membership drives per the Membership Awards deadline posted on TxPTA.org
Develop flyers for GRE for each membership drive
Collect, count, & deposit money with treasurer
Generate a monthly report of new members to be submitted to TexasPTA

Teacher Appreciation:

Time Commitment: Up to 2 hours per month possible
Busiest Times of Year: On-going

Recruit committee of helpers & focus on making all staff feel welcome at GRE
Hosting several events during the school year including teacher luncheons

Spirit Sticks:

Time Commitment: 2-3 hours per month possible
Busiest Times of Year: Start of the school year for teacher requests & once a month for sales. Weekly, preparing for birthday grams

Work with teachers to order appropriate sticks needed for the school year
Monthly or special sales of sticks to students
Organizing & distributing Birthday grams to students
Work with volunteers in order to sale spirit sticks at special events

Council Delegate:

Time Commitment: Up to 1 hour a month
Busiest Times of Year: Around LISD Council meeting dates

Receive information from the council (Lewisville ISD Council of PTA’s), report actions back to the local unit (GRE PTA), and vote as directed by the local unit membership
Attend all council general (regular) meetings
Represent the local unit as a voting member of the council body
Participate in council discussions & deliberations.
Take careful notes at the council meeting
Report announcements, important actions, & the program/speaker to the local association and/or its executive board
Place announcements of council activities in the monthly newsletter as needed

Hospitality:

Time Commitment: Up to 2 hours per month possible
Busiest Times of Year: On-going

Recruit committee of helpers & focus on hosting several events during the school year including PTA meetings, parent programs & back to school events

Book Fair Chair:

Time Commitment: Up to 100 hours per year
Busiest Times of Year: Very intense for the weeks surrounding the Fall & Spring Book Fairs & BOGO Fair in May minimal

Coordinate the marketing, sales, set-up & tear-down, staffing (with assistance of VP Volunteers), inventory control, & overall operations of our Fall & Spring Book Fairs & BOGO at the end of year
Prior to each book fair, coordinate with PTA Treasurer a schedule for depositing cash
Help coordinate All for Books Donations & family night event
A team of chair persons is preferable

Pride & Beautification: Bulletin Board:

Time Commitment: Unknown
Busiest Times of Year: On-going

Update bulletin boards at school entrance

Environmental/Recycling Chair:

Time Commitment: Unknown
Busiest Times of Year: On-going

Promote participation in America Recycles Day, Earth Day, Texas/National Arbor Day
Encourage campus participation in activities that promote “reduce-reuse-recycle” practices on campus
Maintain plants at entrance of school

Directory:

Time Commitment: 10-15 hours in total
Busiest Times of Year: August, September, October

Compile data collected from the VP Membership & office staff
Work with PTA President & school Secretary for any changes in content or format
Work with Webmaster for online directory
Communicate to PTA Members the online location of the PTA Directory

School Supplies:

Time Commitment: About 30 hours in total
Busiest Times of Year: February-May & August

Work with the PTA Board, Principal, teachers (as necessary) & a school supply vendor to assemble a GRE specific school supply packet for each grade level
Coordinate orders & work with PTA & school office to deliver purchased supplies to the appropriate classrooms prior to the first day of school
Coordination of orders & volunteers to deliver supplies to the classrooms for the first day of school occurs in August

Marquee:

Time Commitment: Unknown
Busiest Times of Year: On-going

Change the sign in front of the school to reflect events for the week

Spirit Wear:

Time Commitment: Unknown
Busiest Times of Year: Beginning of school year/Possibly Mid-year

Design & order Garden Ridge Spirit Wear items. Work with a vendor to create the design
Fill incoming orders placed through our online system & facilitate the delivery of items to students

Spirit Nights:

Time Commitment: Up to 1- 2 hours a month; mostly at the beginning of school year when setting up dates
Busiest Times of Year: Prior to school starting

Schedule & plan monthly/bimonthly restaurant nights using the principal approved school activity calendar. Securing the dates in the summer is best

Room Representative:

Time Commitment: Up to 20 hours
Busiest Times of Year: August, December, February & End of Year

Work with Principal & teachers to coordinate a classroom room rep for each teacher to help with parties, etc. Securing the party dates early with Principal is best
Help coordinate with room reps around party dates to aid in any way needed

Workroom Coordinator:

Time Commitment: At least once a week
Busiest Times of Year: Prior to school starting & on-going

Schedule workroom help for each day of the week to aid our staff with copies & laminating requests
Ideal candidate has at least one day of workroom duties & can fill in as needed

5th Grade Memory Day:

Time Commitment: Up to 1- 2 hours a month
Busiest Times of Year: Once a month & End of Year

Aid 5th grade teachers in a successful memory day for the 5th grade students
Decorations & Logistics of 5th grade memory day

Festivals & Fun:

Time Commitment: Up to 40 hours
Busiest Times of Year: September-October, December & May

Schedule & plan a Fall Festival, Holiday Bizarre & Spring Carnival. Securing the dates at the beginning of year is best
Work with Volunteer coordinator for volunteers for the events
Build committees to help aid in the success of these events or other events added

Facebook Publisher:

Time Commitment: 1- 2 hours a month
Busiest Times of Year: On-going

Keep Facebook page updated with all important information regarding PTA business & activities

Silent Auction:

Time Commitment: 1 hour a month (More around event date)
Busiest Times of Year: On-going, mostly April

Set up committees to help with asking for donations, picking up donated items & entering donations into online database
Inform board members of silent auction dates, etc. that will need to be published
Follow through with delivery of items once auction is complete

Angel Tree:

Time Commitment: Up to 10 hours
Busiest Times of Year: November-December

Request information from school counselor on families in need of assistance at holiday time
Prepare Angel Tree & inform parents & students of the Angel Tree
Collect donations & prepare them for families with help of counselor