Roles and Responsibilities

President

Time Commitment:  Avg 8-12 hours per month, varies 

Busiest Times of Year: Beginning of the year but flattens out; additional special projects

• Oversee and coordinate the work of an executive board to effectively run a PTA

• Preside at PTA Board and General Association Meeting

• Serve as the official contact,  communicator, and representative of the PTA

• Serve as authorized signer for PTA checks, contracts, and authorizations for payment 

• Serve as ex-officio member of all committees except the nominating committee 

• Work with PTA leaders to connect families, school, and community to support student success

Executive Vice President

Time Commitment: Avg 6-10 hours per month, varies

Busiest Times of the Year:  Beginning of the year but flattens out; additional special projects

• • Serve as the primary aide to the president

  • Help lead PTA towards specific goals consistent with PTA purposes and policies

  • Perform president’s duties in his or her absence 

  • Carry out other duties outlined in unit bylaws and standing rules or as assigned

  • Co-sign formal papers with Presidents: authorizations for payment, resolutions, and formal letters 

  •  Assist in Run for Education jointly with the school Principal

  • Lead in creating a committee for Staff Appreciation Week with the Room Parent Coordinator

Vice President, Ways and Means

Time Commitment: Avg 6-10 hours per month, varies

Busiest Times of the Year:    Beginning of the year but flattens out; additional special projects

• Lead fundraising for programs by collaborating with PTA Executive Board to identify needs throughout the school year. 

• Plan and organize efforts with PTA members, committee chairs and volunteers and present at PTA General Association meetings for adoption 

• Work to identify and coordinate with sponsors for large events

• Oversee various fundraising events at school by working with the respective committee chairs, delegating tasks and monitoring their execution

Vice President, Programs

Time Commitment: Avg 6-10 hours per month, varies

Busiest Times of the Year:  Beginning of the year but flattens out; additional special projects

• Work with committee and other chairmen to plan and organize programs for the school year 

• Collaborate with principal, PTA president, other committee chairpeople, and campus student groups to coordinate, plan and implement programs 

• Develop annual program calendar and present it at PTA General Association Meeting for adoption 

• Publicize approved program calendar using newsletters, website, social networks, and school handbook 

• Oversee and delegate volunteer recruitment for implementing and running programs

Recording Secretary

Time Commitment: 2-3 hours per month 

Busiest Times of the Year:  Busiest following each PTA meeting

• Takes minutes at board and association meetings 

• Co-signs formal papers with president: authorizations for payment, resolutions and formal letters 

• Handles PTA correspondence as directed by the president 

• Maintains and preserves PTA records and important documents to pass on at the end of the term

Treasurer

Time Commitment: 4-6 hours per month, including attending PTA meetings.  

Busiest Times of Year: Beginning of the school year with Membership deposits and other incoming orders.

• Maintain permanent records to track unit funds and financial transactions using PTEZ and Futurefund software

• Chair budget committee, prepares annual budget for adoption by the association and continues to update it based on the ongoing needs

• Get board/association members to acknowledge and sign the annual conflict of interest form

• Pay all PTA bills as authorized by board or association 

• Prepare  reports for every board and association meeting 

• Complete and submit (by due date) taxes and reports required by PTA bylaws, insurance, or federal and state governments

Auditor

Time Commitment: 2-3 hours per month

Busiest Times of the Year:  Start of school year and End of school year

• Chair a committee to audit the books and financial records of a PTA semi-annually to determine their accuracy 

• Present written reports on audits to the board for review and the association for adoption

• Forward copies of adopted audits to council/district PTA as indicated in unit bylaws

Community Dine Outs

Time Commitment: 1-2 hours/ month

Busiest Times of the Year:  3rd week of every month

• Explore and coordinate with local restaurants and vendors that participate in fundraiser events for PTA

Membership

Time Commitment: 10-15 hours at the start of the school year

Busiest Times of the Year:  August

• Work with the President, board, and school to plan Registration

• Help families with PTA Membership, Spirit Wear item(s), order Adopt-a-book, Birthday Marquee via PTA's online registration system

• Promote PTA membership through social media sites, website, and email invitations

• Set up a PTA membership table at school and community events

• Create a welcome packet for new families who join your school during the year; include an invitation to join and a calendar of PTA events

Spirit Wear

Time Commitment: Overall 20-30 hours from June to September

Busiest Times of the Year:  June/ July to finalize designs and submit orders and September / October to tally orders, sorting, packing and distributing to classrooms

• Obtain estimates from garment printing company - for spirit wear T-shirt

• Collect draft design ideas and finalize T-shirt colors to share with the designer

• Work with the designer to answer any questions and review their designs until finalized

• Share finalized designs with the garment printing company. 

• Get samples for sizing to display during registration

• Tally incoming orders and place the order with the garment printing company. 

• Receive the T-shirts and work on sorting, packing, and distributing them to the respective classrooms

Yearbook 

Time Commitment: 5-6 hrs a month

Busiest Times of year:  End of school year, up to 8-10 hrs a week. 

Communications

Time Commitment:  3-4 hours/month, including attending PTA meetings  

Busiest Times of Year:  Variable (special events, promotions, and newsletter publications) 

• Encourage and highlight attendance at PTA meetings and family engagement in PTA projects and activities

• Inform the community about PTA activities and school functions via website, newsletters, flyers and social media

• Express appreciation to those participating in or contributing to programs

• Maintain an up-to-date website

Parliamentarian

Time Commitment:  2 hours/month

Busiest Times of Year: Spring

• Assist the president to manage meetings and advises on parliamentary procedure 

• Chair Bylaws committee to review unit bylaws each year and revise bylaws every five years

• Facilitate nominating committee’s first meeting, providing information on nomination and election process 

• Is entitled to all rights and privileges of membership, including the right to make motions, debate and vote

VP Legislative Advocacy

Time Commitment:  1-2 hours/month

Busiest Times of Year: NA

• Serve as local officer of the largest grassroots child advocacy organization in CA

• Demonstrate leadership on children’s issues at the local level by educating PTA members, community members, and elected officials about PTA's issues of concern and legislative priorities and goals

Historian

Time Commitment:  1 hr/month

Busiest Times of Year: April - May

• Capture, assemble, and preserve record of activities and achievements of a PTA

• Collect volunteer hours for PTA meetings and events

• Complete and submit the PTA Unit-Annual Historian Report to council/district PTA 

• Present brief overview of PTA year at meeting near the end of the school year

Health and Wellness

Time Commitment:  2 hours/month

Busiest Times of Year: October-November

• Attend monthly SRVCPTA Health & Wellness meetings

• Plan annual Red Ribbon Week in Oct for LO community

•  Encourage compliance with mandated health education curriculum; emphasize the concepts of wellness and prevention

Room Parent Coordinator

Time Commitment: 2-3 hours/week Oct-June

Busiest Times of Year: August-September, June

• Work with the PTA president, principal and teachers to coordinate Room Parents at the school to build stronger family-school partnerships to support student success  

• Communicate with teachers via email during the summer to ask about their interest in having a room parent and encourage teachers to recruit at Back To School Night

• Collaborate with other PTA board members, teachers, and administrators to identify how parents can get more involved at school  

• Oversee the recruitment and training for parent volunteers as Room Parents for a classroom

• Promote PTA goals, membership, and activities on campus as a committee chairman or officer

• Create content for bi-weekly Room Parent Communications that are distributed to room parents to send out to the classroom communities at large; create content for LOPTA Room Parent website

• Communicate regularly with front office staff with details of classroom parties and the names of classroom volunteers

• Review and oversee class fund spreadsheet and LOPTA Room Parent Google Drive for Photo Sharing

Equality, Inclusion, and Diversity

Time Commitment:  2 hours/month

Busiest Times of Year:  Variable

• Work with school administration and PTA to address equity, inclusion, and diversity needs at Live Oak

• Attend SRVCPTA Equity, Inclusion, and Diversity meetings and promote planned events at Live Oak

Exceptional Education

Time Commitment:  1-1.5 hrs/month

Busiest Times of year:  Variable

• Provide information and support to parents and staff to advocate for  children with special needs

• Attend monthly SRVCPTA Exceptional Education committee meetings and share any planned activities with Live Oak community

• Help the community understand and appreciate the challenges faced by children with special needs

Hospitality

Time Commitment:  1-2 hrs during the event month  

Busiest Times of year:  August and December

Reflections

Time Commitment:  6-8 hrs/month duirng event months

Busiest Times of Year: September and October during preparations, communication of event, collating submissions and publizing awards

• Become familiar with the materials on the CAPTA and National PTA site

• Develop a Reflections Program planning calendar using SRVCPTA and District PTA due dates. Explain the Reflections Program to the principal and school staff; encourage their support and participation

• Publicize the Reflections Program, theme and due dates in the school or PTA newsletter, website and other communication channels

• Be sure the Official Entry Form is completely filled outand attached securely to each entry, according to the National PTA rules

• Publicize any awards given to the students at other levels of judging

• Provide a summary of the event and share it with the team for recording

Breakfast Book Club

Time Commitment:  6-8 hrs during planning month in Sept and Mar and 2-3 hrs during actual event day

Busiest Times of Year: One month before Fall and Spring Book Club Sessions

• Organize and oversee the Book Club in the Fall and Spring.

• Work with the board to schedule the meeting dates in advance

• Publicize the event in newsletters/website and encourage sign ups

• Work with the school librarian to choose books appropriate for each grade

• Purchase the books and distribute them to all the students that signed up for the event

• Work with other volunteers to plan, procure and distribute breakfast

• Oversee all the activities and volunteers 

Book Fair

Time Commitment:  4-5 hours  during event month.

Busiest Times of Year: Around the actual book fair in Fall and Spring; about 4-6 hrs that week. 

• Organize and oversee the Book Fair in the Fall and Spring

• Coordinate with the librarian and school principal to verify/schedule dates 

• Promote the event with signs, flyers, PTA newsletter, school marquee, social media, and Website entries

• Coordinate special events like author visits/book reading 

• Recruit volunteers, lead volunteer committee meetings and assign tasks (set up/breakdown and help with processing customer purchases at the fair)

• Work with VP of Programs to create a Sign-Up Genius and complete thank you notes for your event

• Give an update at the PTA General Association Meeting after your event

Talent Show

Time Commitment:  8-10 hrs during event month

Busiest Times of Year: Around the actual Talent show date

• Organize all aspects of Talent Show

• Role includes planning Talent Show dates, sending communication regarding the Talent show, conducting auditions,  and finalizing the results from the auditions

• Conduct mandatory parent meetings to recruit volunteers to help with Talent Show backstage activities

• Collect background music files and compile them in the order of performance

• Gather data on props needed for the actual performance

• Coordinate dress rehearsals with the participants and their parents

• Capture pictures for the Yearbook

• Conduct the Talent Show

Run Club

Time Commitment:  2 hours/week, between Sept-Nov and March-May

Busiest Times of Year:  During planning for the event in Sept and March

• Run club chair motivates the live oak community to come and participate, is present at all run club events or funds a volunteer substitute. 

• Takes attendance, applies miles to each student on a spreadsheet, assembles charms based on students achievements and delivers them to the teachers mail box every week.

•  Discusses with board on cancelations based on weather. 

• Gives an update at the PTA General Association Meeting after the event

Teacher Appreciation Week

Time Commitment:  8-10 hrs during the event month

Busiest Times of Year: May

Community Service Drive

Time Commitment:  2-3 hrs

Busiest Times of Year: November

• Collaborate with Student Council, Sister School Committee Chair, Planet Protectors, Girl Scouts, and Cub Scouts to organize the annual Community Service Drive to benefit non-profit organizations and our sister school

• Help with set-up, take-down, collection, and/or delivery of items 

Family Bowling

Time Commitment:  8-10 hrs during event month

Busiest Times of Year:  One month leading upto the event date

• Organizes family bowling night for school once during school year 

• Leads selecting a date, getting quotes from local Bowling vendors, decide on ticket pricing, decide on add ons such as photo booth, dinner/snack options and communication about event with partnership from PTA President and VP Programs

• Works with PTA President and VP Ways and Means if the event needs to be funded by a sponsor

• Executes the family bowling program on the selected date with lane assignment, volunteers for check in and food/snack distribution

Trunk-or-Treat Chair

Time Commitment:  Around 40 hrs in October

 Busiest Times of Year:  The week of the event

• Organizes Trunk or Treat for the school in the month of October, close to Halloween.

• Works with the PTA President and VP of Programs to select a date, create flyers for the event/candy donations and sign up sheets for car volunteers.

• Sorts through the candy donations to ensure no nuts are present.  Redistributes the candy in bags to hand out to all car volunteers.

• Works with PTA President and VP Ways and Means for an event sponsor.

• Executes the Trunk or Treat on the selected date with car lane assignments, candy distribution to all cars and clean-up

Family Movie Night

Time Commitment:  8-10 hours during event month

Busiest Times of Year: Two weeks before the event to leading upto the event

• Organizes family movie night for school once or twice during school year 

• Leads selecting a date, movie, Multi Purpose Room availability, dinner/snack options and communication about event with inputs from PTA President, VP Programs and School officials

• Executes the movie night program on the selected date with  volunteers for checkin and food/snack distribution

International Festival

Time Commitment:  8-10 hours during event month

Busiest Times of Year: Two weeks before the event to leading upto the event

• Coordinate the International Day event which includes planning, communication and execution of the event with help of other volunteers. 

• Seek help from the community for songs from different nations/languages.

• Help setup for the main event. Main event includes poster board presentation, display of props from the nation represented, activities related to that nation.

• Work with vendors for DJ/photo booth etc.

• Help  organize the clean up after the event.

Run for Education

Time Commitment:  7-8 hrs in the month of the event

Busiest Times of Year:  Sept/Oct, a week before the event

• Coordinate with district to verify/schedule dates 

• Promote the event with signs, flyers, PTA newsletter, school marquee, social media, and Website entries.

• Encourage good community participation in the event. 

Sister School Chair

Time Commitment:  about 2-3hrs per month

Busiest Times of Year:  in November during Community Service Drive