PTA Board Job Descriptions

PTA Board Job Descriptions

PTA JOB DESCRIPTIONS

Executive Officers: Roles and 2017-18 Volunteers

President (Claire Baker):  

  • Presides at all meetings of the Executive Board and the General PTA
  • Appoints committee chairmen not provided for in the bylaws, or in the event an office is vacated for any reason; Ex-Officio member of all committees including Campus Leadership Council
  • Conducts all financial business in absence of Treasurer, Treasurer-Elect, Cafeteria Treasurer and Supply Shop Coordinator
  • Represents and supports all Bradfield events, HPISD School Board meetings and all other district-related events such as lunches with the Superintendent, awards ceremonies, groundbreakings and HP Education Foundation initiatives such as Mad for Plaid
  • Serves as a campus liaison for City of University Park and City of Highland Park as needed
  • Works closely with Vice President Communications to handle communication among Bradfield families through newsletters and correspondence with parents, businesses, staff and neighbors as necessary

 

President – Elect (Amy Kovac): 

  • Serves on the Executive Board and assists the President and Executive Board as needed
  • Presides at all meetings of the Gift Committee and the Nominating Committee
  • Reviews Bylaws upon taking office and makes any Bylaw amendments, if necessary
  • Represents and supports all Bradfield events, HPISD School Board meetings and all other district-related events such as lunches with the Superintendent, awards ceremonies, groundbreakings and HP Education Foundation initiatives such as Mad for Plaid
  • Serves as a campus liaison for City of University Park and City of Highland Park as needed
  • Serves as Mad for Plaid Representative
  • Serves as the PTA President the following year 

Vice President Calendars & Programs (Jenn Hayes):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Creates the school calendar by working with HPISD district, Bradfield administrators and teachers, PTA President, Dad’s Club President, and community liaisons such as the YMCA to finalize and communicate all dates for the upcoming calendar year
  • Oversees 4th grade programs, Bronco Express, Bike Rodeo, Family Picnics (Fall & Spring), Great Friends Day, Community Outreach, Newcomers and Field Day thereby giving status updates at Executive Board meetings
  • Serves on Gift Committee

Vice President Communications (Jackie Tilden): 

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Assists with all communication between PTA and parents
  • Prepares weekly E-bulletin and weekly E-blast reminders as needed
  • Works closely with President and Exec Board, making sure all events, programs, and reminders are communicated to parents
  • Maintains communications guidelines; communicates guidelines to PTA Board; ensures guidelines are followed
  • Oversees VP Communications Elect, Publicity Chair, Website Liaison, Photographer and Room Mom Coordinator
  • Serves on Gift Committee

Vice President Communications – Elect (Gretel Shipley and Chelsea Duvall):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Assists with all communication between PTA and parents
  • Organizes weekly photography opportunities and manages shared photography Dropbox
  • Prints name labels for Friday Folders and distributes to each classroom by the first Friday of first full week of school
  • Asks teachers for list of Big Broncos in each class
  • Labels appropriate Friday Folders with Big Broncos stickers
  • Posts Big Broncos numbers by class in Teacher Workroom for Friday Folder copies
  • Assists VP Communications in order to prepare for handling job duties the following year
  • Creates weekly Auction/Benefit eBlasts during Auction/Benefit timeframe
  • Serves on Gift Committee

Vice President Building & Grounds (Suzanne Duda):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Handles all areas involving Building and Grounds which include: maintenance and repair recommendations to the Gift Committee for capital improvements, communication to parents regarding construction issues, if applicable, and coordinates building needs for events including rain plans
  • Oversees Landscape, the Display Case, Recycling, Art Display, Bricks, Garden Liaison and Transition Lead (a position in place for 2018-20) hereby giving status updates at Executive Board meetings
  • Serves on Gift Committee

Vice President Teacher Liaison (Rachel Stienke):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Oversees Science Fair, Book Fairs (Fall and Spring), Art Fair (during Open House), Library Gift Books, Yearbook, Teacher Appreciation Lunches, Library and Art Volunteer Coordinators and Artsonia thereby giving status updates at Executive Board meetings
  • Serves on Gift Committee

Vice President Development (Jennifer Lander and Kristen Woolery):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Responsible for coordinating fundraising efforts across the various fundraisers
  • Creates a set of documents to be used to solicit corporate sponsors in a coordinated way
  • Helps event chairs secure sponsors for the major fundraising events (Carnival, Bronco Benefit, Adventure Dash)
  • Oversees major fundraisers (Carnival, Bronco Benefit/Auction, Adventure Dash) and ensures that donors are recognized and tax donation letters are sent
  • Oversees any additional fundraisers such as Community Rewards (Tom Thumb and Restaurant Nights) 
  • Solicits Community Sponsors; coordinates and ensures benefits are received
  • Coordinates benefits for donations made during Back to School Sign-Up, including tickets to the Carnival and Benefit/Auction, donor recognition, appreciation events and tax donation letters
  • Gives status updates at Executive Board meetings
  • Keeps an accurate and cumulative list of all donors over $5000 throughout the year, and across events. Provides to Treasurer at the end of the school year to share with accountant for tax purposes. This includes cash and in-kind donations with amounts, dates and all necessary contact information.
  • Serves as liaison to follow up on any required paperwork for grants received the previous year
  • Serves on Gift Committee

Vice President Technology Resources (Randee Ruiz)

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Acts as liaison for technology related aspects of all fundraising efforts
  • Oversees Back to School Sign Up, Directory, and VSP
  • Oversees electronic PTA notebooks and turnover notes to maintain information from year to year
  • Creates labels for the directory, Spirit Wear and any other areas who need labels from BSSU
  • Serves on Gift Committee

General PTA Treasurer (Susie Isaac): 

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Serves on the Cafeteria, Supply Shop and Gift Committees
  • Handles the General Funds of the Association thereby keeping full and accurate account of all receipts and disbursements as well as preparing and delivering monthly reports to the Executive Board and annual reports and ledgers to the CPA; must have accounting knowledge
  • Prepares and distributes all disbursements
  • Prepares and monitors an annual budget with officers
  • Ensures that tax letters for Back to School Sign Up, Fall Giving, Carnival, Adventure Dash and Auction are prepared and sent by their respective committees
  • Prepares Fall and Spring PTA gift numbers for committee meetings
  • Oversees School Supply Chairs thereby giving status updates at the Executive Board meetings

General PTA Treasurer – Elect (Allison Lockard):

  • Conducts business pertaining to the General PTA Fund as directed by the General Treasurer
  • Processes all monies from On-Line Registration, Adventure Dash, Carnival and Auction, as directed by the General Treasurer
  • Serves on the Finance, Executive and Gift Committees
  • Serves as the General PTA Treasurer the following year 
  • Oversees the Supply Shop Chairs thereby giving status updates at the Executive Board meeting

Secretary (Sarah Vogds):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Serves on Gift Committee and takes minutes at the Fall and Spring Gift Committee meetings
  • Helps the President coordinate the Fall and Spring PTA meetings and any additional events per requested by the President
  • Ensures critical documents are maintained properly
  • Types and distributes Executive Board Meeting minutes
  • Oversees Joys and Concerns

Cafeteria Finance Chair (Kristine McCallum):

  • Serves on the Executive Board and assumes all responsibilities including volunteering when needed as well as other duties as called on by the President
  • Manages the school Cafeteria, including all funds derived from the operation, delivery of annual financial information to CPA, gives input to HPISD at annual Cafeteria Employee review, and reviews monthly financial statements for the Cafeteria
  • Attends District cafeteria meetings
  • Oversees Cafeteria Volunteer Coordinator
  • Serves on Gift Committee

Member-at-Large (Rachel Stienke):

  • Serves on the Executive Board and assumes all responsibilities including assisting with carpool and cafeteria volunteering when needed as well as other duties as called on by the President
  • Serves on Gift Committee

 

Board of Directors: Roles and 2017-18 Volunteers

Adventure Dash (Lara Gaither & Emily Haddock): Coordinates all aspects of the fundraiser; including marketing, motivating, communicating and merchandising to students and parents; managing classroom representatives as they tally orders, overseeing delivery day logistics and implementing contests and prize distributions.  Note date change:  Due to move to Hyer, we are moving the Adventure Dash to the Spring – ~ March 19-28.

Art Display (Elizabeth Conger and Elaine Barden): Organizes, recruits, trains and reminds volunteers to display student artwork under the direction of the Art teacher; Prepares student art portfolios

Art Volunteer Coordinator (NEW in 2018-19): Organizes, recruits and reminds volunteers to assist the Art teacher with classroom projects (set up and completion of art work); Time commitment is about 2 hours per month, with more work needed in August and September as you communicate with volunteers to set up the volunteer list and work to make sure all volunteer shifts are filled.

Artsonia Chair (Added back in 2018-19): Works with Art teacher to help photograph completed art work, input artwork into the Artsonia system, promote and sell Artsonia products to Bradfield parents

Back to School Sign Up (Lara Alder):  Assists HPISD Back to School Sign Up (BSSU) online registration process by serving as a liaison between Bradfield and HPISD; Communicates specific PTA information to District in advance of BSSU; Distributes reports to PTA Treasurer and other PTA Chairperson(s) as needed after BSSU; Attends District BSSU meetings and works during the week(s) of BSSU. 

Back to School Sign Up – Elect (Molly Lyke): Assists BSSU Chairman; Attends District BSSU meetings and works during the week(s) of BSSU; Handles Late Registration; Serves as the Chairman the following school year.

Bike Rodeo (Temporarily Suspended during 2018-19 at HYER): Organizes and monitors a bike and scooter safety program for 3rd and 4th graders in the fall; Works with PE teachers, Art teacher, police and local bike store to coordinate efforts; Recruits volunteers to assist with the Bike Rodeo; Coordinates all publicity, including art contest, and provides water and snack.

Bricks for a Beautiful Bradfield (Temporarily Suspended): Coordinates all aspects of the commemorative Bradfield Brick Program, including actively promoting the campaign to increase participation, ordering bricks and overseeing brick installation.

Bronco Express (Allison Murphy & Ann Henson): Runs the inter-school postal service each 6 weeks, one 3rd grade class per time; Trains 3rd grade students, then oversees their publicity efforts.  Monitors the students’ mail collection, sorting and distribution; Recruits, coordinates and trains parent volunteers; Facilitates application process, logistics and supplies with teachers

Cafeteria Finance Chair – Elect (Kristina Whitcomb): Assists Cafeteria Finance Chair; Files forms required by HPISD; Volunteers in cafeteria regularly and on an as-needed basis, especially for picnics and Thanksgiving Lunch; Attends District Cafeteria Finance meetings 3-4 times per year; Reviews year-end statements of the Cafeteria; Serves on the Cafeteria and Finance Committees; Serves as the Cafeteria Treasurer the following school year.

Cafeteria Volunteer Coordinator (Catherine Pate): Recruits, trains and schedules all volunteers serving and cashiering in the cafeteria; Serves on the Cafeteria Committee.

Cafeteria Volunteer Coordinator – Elect (Beth Birdwell): Assists Cafeteria Volunteer Chairman; Serves on the Cafeteria Committee; Serves as the Cafeteria Volunteer Coordinator the following school year.

Carnival Chair (Missy Finger & Shannon Williams): Coordinates all aspects of the Carnival, with heavy use of a committee.

Community Outreach (Virginia Talley & Nicki Johnston):  Organizes the school’s community service projects; manages the Lost & Found

Community Rewards – Restaurant Nights (Alyson Engstrom & Marty Petet): Coordinates community-based fundraising with local restaurants; Maintains relationship with restaurant partners; determines dates/times of restaurant nights; promotes nights to Bradfield families; determines amount raised.

Community Rewards – Tom Thumb (Elizabeth Oxford): Coordinates community-based fundraising with Tom Thumb

Directory (Blair Heartfield): Responsible for the production of the Bradfield Directory.  Responsibilities include, but are not limited to, working closely with HPISD, Bradfield administrative staff and PTA to gather and edit families’ information as well as data on the informative pages.  Also responsible for uploading the directory data and maintaining the data for the online directory app.                     

Directory Sponsorships (Cindy Gray): Assists the Directory Chairman, as needed; Handles Directory Sponsorship sales and assists with directory distribution.

Display Case (Kathy Fagan): Works with PTA Chairs to maintain decoration of display case/bulletin board at school entrance.  Responsible for decorating the bulletin board for our major fundraisers (Carnival, Bronco Benefit and Adventure Dash).  Provides assistance to other event chairs as needed. 

Fall Book Fair (Hadley Galt & Merry Wyatt): Oversees the fall book fair library fundraiser; Handles publicity, set-up and tear down, sales, and volunteers. Works closely with Bradfield library staff and book vendor to schedule and plan the event, theme, and schedule; at least one chairman should plan to be at the book fair for set up, hours of operation and take down. Date TBD.

Family Picnics (Berkeley Litton & Annie Cochran): Organizes family picnics, generally one picnic in conjunction with the Fall Carnival and one in the Spring, working collaboratively with the Bradfield Cafeteria Staff.  Communicate event, collect food orders, set up teacher signs in the field, help in the cafeteria during Family Picnic to distribute food.

Field Day Chairman (Jackie Converse & Heather Fagen): Organizes and coordinates all Field Day activities.

4th Grade Programs Chairman (Anna Moss, Casey Barber, Cathy True, Michelle Pletcher): Responsible for selecting and overseeing a graduation committee to plan all aspects of graduation including: t-shirt design, newsletter, Principal Coffee, class party, family picnic, programs and certificates, bulletin board, class breakfast, class gift, decorations, video, treasurer, time capsule and pool party. 

Garden Liaison (Laura Chavoya & Beth Peters):  Responsible for coordinating maintenance of the garden over the summer; during the school year, garden liaisons work with the Science Teacher to coordinate a Fall and Spring planting; the classroom teachers and students are responsible for doing the planting

Great Friends Day (Meg Boyd & Missy Saalfield): Coordinates all aspects of Greatfriends Day, including communicating with parents and their children’s guests, organizing valet parking service, running security check-in, and coordinating volunteers. NOTE Date Change: February 15, 2019.           

Joys & Concerns (Ashley Shull, Reid Renwick): Acts as a liaison between parents, Room Moms and PTA regarding special needs of Bradfield families in particularly joyous or trying circumstances.

Landscape (Carroll Gurganus & Lee Sun Lee):  Oversees landscape plans and seasonal implementation.

Library Gift Books (Mandy Davenport): Works closely with library staff to provide opportunities during Back to School Sign Up for families to purchase books in honor of their children, friends, teachers, etc; Host selection and dedication event(s) at the library each month for the books purchased at BSSU (most books are dedicated during the child’s birthday month).  This chair also works closely with the BSSU chairs and should have expertise with spreadsheets and merging data into bookplates which are printed on labels to go in the gift books.

Library Volunteer Coordinator (Christine Grable & Charlotte Sharpe): Organizes, recruits and reminds volunteers to assist the Librarian with various activities in the library including volunteer training, shelving books, volunteer appreciation, communication about special library requests and needs. Co-chairs may also fill in as needed when books need to be shelved during busy times. Time commitment is about 2 hours per month, with more work needed in August and September as you communicate with volunteers to set up the volunteer list and work to make sure all volunteer shifts are filled.

Newcomers Coordinator (Anna Harper & Rene Noris): Organizes and oversees the “Bradfield Buddies” program, helps with an orientation meeting at Bradfield for new families the week before school begins; hosts a coffee at the beginning of the school year for Newcomers; and organizes “Round Up” for incoming new students in February.

Photographer (Kate Swail): Photographs Bradfield students at all events with the help of grade level photographers; Works closely with Publicity Chair position; Provides photographs to Yearbook Chair.

Playground Chair (New for 2018-19):  Keeps playground cart stocked with a variety of balls for kids to play with at recess; deflated balls are kept in a storage closet at school; responsible for inflating new balls every 2-3 months (takes about 2 hours each time); kids LOVE new playground balls!!

Publicity (Anabel Atkinson): Publicizes all Bradfield events, including submitting photographs and information to local newspapers and HPISD website

Recycling (Laura Chavoya, Beth Peters):  Collaborates with school staff to support school recycling efforts; Facilitates recycling efforts at school events; Communicates school equipment needs to PTA; Coordinates Earth Day program in April.

Room Mother Chairman (Katherine Sbaiti, Jacqueline Hubbard): Recruits and assigns Room Mothers for each classroom; Hosts meeting(s) to explain responsibilities to the Room Mothers; Acts as liaison between Room Mothers, PTA Board and Principal.

Safety (Ryan Scripps): Recruits and organizes carpool volunteers via the room mothers to staff morning carpool and afternoon carpool for kindergarten only; Educates our families, particularly new ones, about safety procedures and the carpool process; works with faculty and staff to assess the carpool process.

Science Fair (Emily Keith, Lisa Lake, Christina Lieu and Lena Dabova): Coordinates all aspects of the Science Fair, which is held in conjunction with the Spring Open House; Works with Science Teacher to recruit participants through eBlasts and memos to parents; recruits volunteers, purchases reward ribbons, and oversees gym set-up with proper signage.

Spirit Sales (Lesley Rhodes, Lynelle Kennedy, Madeleine Fidler): Creates and manages Spirit items; Maintains and organizes inventory of Spirit items; Sells spirit items at special events such as Round Up, Newcomer Orientation, Greatfriends Day and Open House; Responsible for creating, ordering, and fulfilling Back to School sign up apparel.

Spring Book Fair (Kelley Ledford, Sara Friedman): Oversees the spring book fair library fundraiser; Handles publicity, set-up and tear down, sales, and volunteers. Works closely with Bradfield library staff and book vendor to schedule and plan the event, theme, and schedule; at least one chairman should plan to be at the book fair for set up, hours of operation and take down. Date TBD.

Staff Appreciation (Katie Head, Meredith Ferrell, Wynne Brown): Organizes August Teacher Appreciation Luncheon, Meet-the-Teacher dinner, Open House dinner and monthly Staff Appreciation luncheons.

School Supplies (Heather Anding): Oversees the Elect during the ordering process; maintains the “Supply Closet” by ordering miscellaneous items needed throughout the school year.

School Supplies – Elect (Heather Anding):  Meets with grade level leads in the Winter/Spring to determine supply needs for the upcoming school year; compiles order; negotiates pricing; places order; determines what Bradfield needs to charge through BSSU by grade level; distributes supplies to teachers before the school year begins (early August time frame)

Spring Fundraiser (aka the Bronco Benefit/Auction) Chairs (Paige Andrews, Arden Ellis and Addie Skinner): Coordinates all aspects of the primary school fundraiser with heavy use of a committee.  Event typically takes place in February; involves event planning, soliciting corporate sponsors and coordinating a silent and live auction.

Supply Shop Chair (Missy Finger and Kelly Beall): Manages the Supply Shop, including purchasing and selling of supplies, deposits funds derived from supply shop sales and keeps full and accurate records of supply shop business.

Supply Shop Volunteer Coordinator (Leigh Ann Haugh): Recruits, trains, schedules and reminds all volunteers to work in the Supply Shop.

Transition Lead (NEW IN 2018-19): Serves as the PTA liaison during the move to Hyer and the move back to Bradfield (ideally, a 2-year commitment).  Helps keep the Exec Board informed of teacher needs and ways the Board can help ease the transition.  Organizes and recruits parent volunteers to serve as a Welcoming Committee during the first few weeks of school to help families/volunteers navigate the new school.  Provides additional support during morning and afternoon carpool during the first few weeks.  Assists with signage on first day/week of school. Helps with transition back to Bradfield in Fall 2019.  Reports to VP Building & Grounds.

Volunteer Administrator (Christi Cudd): Controls and administers the Volunteer Scheduler Pro program for Bradfield. Works with Cafeteria Volunteer Coordinators, Art & Library Volunteer Coordinators and Supply Shop Volunteer Coordinator to fill the positions on VSP. Works with school volunteers to familiarize them with the VSP program

Volunteer Administrator – Elect (Christi Leinart, Jennifer Bergin): Assists the Volunteer Administrator and assumes the Volunteer Administrator position the following year.

Website Liaison (Marie Facini):  Maintains and updates school website with pertinent information and dates, as well as recent photos.

Yearbook (Haylie Crouch): Responsible for the production of the Yearbook; recruits grade-level photographers to assist with photos, especially from individual classroom events; works with teachers to obtain classroom and field trip photos from events throughout the school year; verifies accuracy per class with each teacher; “pastes up” pages and sends to the printer in early February; coordinates payment collection and distribution of Yearbook.  The Outgoing Yearbook Chair will train the Incoming Yearbook chair at the beginning of the next school year.

Yearbook – Elect (Marty Petet):  Assists Yearbook as requested; serves as Yearbook Chair the following school year.

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