Locust Grove Elementary PTA

Executive Officers’ Duties and Responsibilities

***These Officers are members of the Executive Board and the Board of Directors and have voting privileges. They are required to attend the Board of Directors Meetings held monthly and any Executive Board Meetings scheduled.

President

• Preside at all meetings of the PTA, Board of Directors, & the Executive Committee.
• Perform such other duties as may be prescribed in the bylaws or assigned to him/her by the PTA, Board of Directors, or the Executive Committee.
• Be a member ex-officio of all committees, except the Nominating Committee.
• Coordinate the work of the officers and committees of the PTA in order that the PTA’s goals and missions may be promoted.
• Attend all activities that involve the exchange of monies.

First Vice President: Programs and Parent Education:

• Organize informational, educational, and cultural art programs for the students and/or membership, spaced out over the course of the school year.
• Check National and Kentucky PTA websites and mailings for program ideas.
• Organize programs for the General Meetings, trying to include a children’s program and a parents’ program.
• Contact guest speakers and send out flyers for the General Meeting and attend the programs.
• Coordinate volunteers for the programs, with help from Volunteer VP if needed.
• Coordinate the work of the Opening Day, Rising Star, Life Skills, and Kentucky Kids Day Representatives and provide any help needed.
• Act as an aide to the President.
• Other duties as assigned by the President, Board, or the executive committee.
• Perform duties of the President in the absence or inability of the President to serve.
• Attend activities that involve the exchange of monies.

Second Vice President: Ways and Means

• Submit a list of fundraising ideas to the Board to select from.
• Coordinate the PTA fundraising activities.
• Coordinate the work of Market Day, Boxtops/Labels, Spirit Wear, Corporate Co-Ventures, Art to Remember, Cashbook, and Santa Shop Representatives and provide any help needed.
• Attend all fundraising events.
• Coordinate all monies collected and ensure that the Treasurer is in receipt of these funds.
• Coordinate volunteers with Volunteer VP to assist in the distribution of fund raising merchandise, etc.
• Attend activities that involve the exchange of monies.
• Act as an aide to the President.
• Other duties as assigned by the President, Board, or the executive committee.
• Perform duties of the President in the absence or inability of the President or 1^st VP to serve.

Third Vice President: Advocacy and Health

• Through newsletters and flyers, provide the membership with legislative and health information throughout the year, including information from the National and Kentucky PTAs.
• With the help of the 1^st VP, organize any programs dealing with health and safety or legislative issues.
• Attend Children’s Advocacy Day at the Capitol, Frankfort, KY in February. Get input from membership before attending.
• Coordinate the work of the Red Ribbon Week, Health Screening, and Community Council Representatives and provide any help needed.
• Act as an aide to the President.
• Perform duties of the President in the absence or inability of the President, 1^st VP, or 2^nd VP to serve. .
• Other duties as assigned by the President, Board, or the executive committee.
• Attend activities that involve the exchange of monies.

Fourth Vice President: Membership and Services

• Organize a membership committee, if needed.
• Coordinate a membership drive; collect forms and dues during this time.
• Fill out and distribute membership cards.
• Work with the Treasurer to see that the National, State & District dues are paid on time.
• Maintain accurate membership records and relevant information on the committee’s work.
• Provide the membership list to the Secretary for permanent records.
• Act as an aide to the President.
• Other duties as assigned by the President, Board, or the executive committee.
• Perform duties of the President in the absence or inability of the President, 1^st VP, 2^nd VP, or 3^rd VP to serve.
• Attend activities that involve the exchange of monies.

Fifth Vice President: Volunteers and Hospitality

• Design, copy and distribute volunteer letters to go home to families throughout the year.
• Compile a Volunteer List from the responses.
• Distribute volunteer list to all PTA Officers, Chairs, and Representatives, teachers and staff.
• Schedule volunteers for school activities or any PTA functions that have no Chair or Representative.
• Provide help to PTA Officers, Chairs, and Representatives in scheduling volunteers if needed.
• Contact middle and high schools for BETA Students if appropriate for the event.
• Coordinate Volunteer Appreciation activities.
• Oversee the work of the Library Volunteers and Teacher/Staff Appreciation Representative and provide any help needed.
• Act as an aide to the President.
• Other duties as assigned by the President, Board, or the executive committee.
• Perform duties of the President in the absence or inability of the President, 1^st VP, 2^nd VP, 3^rd VP or 4^th VP to serve.
• Attend activities that involve the exchange of monies.

Secretary:

• Record the minutes of all meetings of the Executive Committee, Board of Directors, and General Meetings.
• Prepare copies of minutes to be distributed and reviewed at the following meeting.
• Retain a current copy of the bylaws.
• Maintain a membership list.
• Handle correspondence to members concerning bereavement, congratulations, etc., This could include gifts, cards, etc.
• Attend activities that involve the exchange of monies.
• Post approved minutes on the website.

Treasurer:

• The treasurer is the authorized custodian, elected by the members, to have charge of the funds of the PTA organization.
• Receive and disburse all monies as prescribed in the local bylaws.
• Promptly pay all authorized bills.
• Keep an accurate and detailed account, in the treasurer’s permanent book, of all monies received and paid out.
• Preserve all check requests, receipts, bank statements, and canceled checks and submit these to the auditor in preparation for the annual audit.
• Prepare Treasurer’s Report for Board and General Meetings.
• Maintain PTA checking account & make all bank deposits.
• Prepare and file yearly PTA taxes.
• Attend all activities that involve the exchange of monies.
• Post Treasurer’s Reports on the website.

Chairpersons’ Duties and Responsibilities

***These Chairs are members of the Board of Directors and have voting privileges. They are required to attend the Board of Directors Meetings held monthly.

Cultural Arts/Reflections:

• Coordinate the “Reflections” competition and Awards Ceremony. Including, but not limited to, marketing the program, collecting entries, finding judges, filling out necessary paperwork, submitting entries to District PTA, obtaining awards, organizing the Awards Ceremony, and submitting articles to the newsletter.
• Search and implement new ways to bring the cultural arts into the school. Work with 1^st VP to organize any cultural arts programs.
• Coordinate the work of the School Cultural Arts Representative to schedule cultural art activities sponsored by the PTA and provide any help needed

Family Fun Nights:

• Work with the Board of Directors in determining dates, times and location for Family Fun Nights. The PTA’s goal is to have one each month that a General Meeting is not scheduled.
• Organize Family Fun Nights, including activities, volunteers, food, etc. These include, but not limited to, the Pool Party and Trick-or-Treat.
• Schedule the next year’s Pool Party in late winter/early spring.
• Coordinate the work of the Fall Festival Representative. Be a major committee member for both these activities.

Public Relations:

• Develop a media list of reporters and editors, including name, addresses, phone numbers, and emails.
• Send out press releases of upcoming PTA programs and activities.
• Invite reporters, with school’s permission, to programs and activities for photos and interviews.
• Submit articles and pictures to local newspapers if event/activity not covered by reporters.
• Oversee and coordinate the work of the Bulletin Board and Newsletter Representatives to ensure the membership is aware of PTA and school information and provide any help needed.
• Help PTA Officers, Chairs, and Representatives with the development and copying of letters, flyers, and handouts to be sent out to the membership, if needed.

Teacher:

• Gather input from the teachers before each Board meeting and present at the Board meeting.
• Inform the teachers of upcoming PTA events (programs and fundraising).
• Provide the teachers a report of Board of Directory meetings.
• Request feedback from teachers of any questions raised during the Board of Directory meetings.

Representatives’ Duties and Responsibilities

***These Representatives are welcome to attend, but not required, the Board of Directors Meetings held monthly. They will be required to submit a Work Plan to the Board of Directors before they undertake any action. They will report to the appropriate Officer or Chair their activities throughout the year.

Art to Remember:

• Report to the 2^nd Vice President.
• Work with the art teacher as necessary to help the students produce their art work.
• Market Art-to-Remember sales.
• Organize orders and schedule pick-up/delivery days.
• Schedule volunteers with the help of the Volunteer VP if needed.

Boxtop/Labels:

• Report to the 2^nd Vice President
• Design flyer(s) to go out to families promoting the “Box Tops for Education” program, the “Campbell’s Soup Labels” program, and the Tyson’s A+ program.
• Maintain ongoing program of reimbursement for the Box Tops and Labels.
• Seek other promotional activities that may be implemented at school.
• Report to Treasurer and 2^nd VP the amount of funds collected.

Bulletin Board:

• Report to the Public Relations Chair.
• Maintain the PTA Bulletin Board.
• Update the bulletin board on a monthly basis, or as specified, with current events, important information, etc. The goal of maintaining the bulletin board is to inform the membership.
• Help maintain any other bulletin boards requested by the PTA or the school.
• Maintain a resource table with relevant information. Other Officers, Chairs, and Representatives can include materials.

Cashbook:

• Report to the 2^nd Vice President.
• With PTA Board’s approval, decide dates of sales.
• Market Cashbook sales.
• Organize orders and schedule delivery days.
• Schedule volunteers with the help of the Volunteer VP if needed.

Community Council:

• Report to the 3^rd Vice President.
• Represent the PTA at the Oldham County Community Council Meetings, held 4 times per year.
• Attend Board of Directory meetings as often as possible to learn what the PTA’s goals and activities are so that these can be shared at the Community Council Meetings.
• Give an outline of the Community Council meetings at the PTA Board of Directory meetings.

Corporate Co-Ventures:

• Report to the 2^nd Vice President.
• Present possible corporate fundraisers to PTA Board. Sign-up those approved.
• Market Corporate co-venture fundraisers to membership.
• If the fundraiser involves collecting certain items, maintain the collection site.
• Mail in any items necessary.

Directory:

• Report to the 4^th Vice President.
• Design, copy and distribute directory form letter to go home to parents at the beginning of the school year. This form may be combined with other information, such as membership.
• Compile the information generated from the form letters and design the school directory.
• Obtain advertisement income, if requested.
• Copy and distribute the completed directories accordingly, normally in October.
• Organize a Directory Art Contest for the front and back covers, if possible.

Fall Festival:

• Report to the Family Fun Nights Chair.
• Develop a checklist that addresses all the details that need to be taken care of for the festival.
• Coordinate activities, volunteers, food/refreshments, prizes, tickets, etc. by organizing a committee.
• Determine who will be responsible for all aspects of setup, teardown, and cleanup.
• Send thank you notes to all of the sponsors/businesses/vendors that donate food/services/etc.

Health Screening:

• Report to 3^rd Vice President
• Coordinate the Health Screening activities with the office manager and the school nurse.
• Schedule volunteers with the help of the Volunteer VP if needed.
• Organize appropriate paperwork.
• Design a schedule for the classes to follow.

Kentucky Kids Day:

• Report to the 1^st Vice President.
• Determine activities for Kentucky Kids Day.
• Order appropriate supplies.
• Oversee the activities planned.
• Schedule volunteers with the help of the Volunteer VP if needed.

Library Volunteers:

• Report to the 5^th Vice President.
• Assist in organizing the Book Fairs and Book Exchanges.
• Contact volunteers to assist in library with check-out, shelving, etc.

Life Skills: ???

• Report to the 1^st Vice President.
• Coordinate the Life Skills activities with the school Counselor. Activities include: maintaining Life Skills bulletin board, t-shirt ordering and distribution, manning/finding volunteers for sign-in table, and organizing students in cafeteria.

Market Day:

• Report to the 2^nd Vice President.
• Organize Market Day orders and schedule pick-up days.
• Market and distribute monthly flyers to membership.
• Schedule volunteers with the help of the Volunteer VP if needed.
• Attend the monthly Market Day pick up events.

Newsletter:

• Report to the Public Relations Chair.
• Compile articles from officers, chairs, representatives, principal, teachers, and staff for the monthly PTA newsletter.
• Include school and PTA news, honors/awards for students and teachers, upcoming meeting information, and current PTA projects and activities in newsletter.
• Organize an email distribution list, if possible; Activities include producing an email address request form, distributing form, and compiling the email addresses.
• Copy and give completed hardcopy newsletter to teachers for distribution to appropriate families.
• Send out email newsletter to appropriate families.

Opening Day:

• Report to 1^st Vice President.
• Determine the activities that will happen on Opening Day.
• Order small gifts for children, if appropriate.
• Schedule volunteers with the help of the Volunteer VP if needed.
• Oversee the activities planned.

Red Ribbon Week:

• Report to the 3^rd Vice President
• Coordinate the “Red Ribbon Week” activities with the school counselor.
• Oversee the activities scheduled.
• Order any materials or supplies needed.
• Inform the membership of any important Drug and Alcohol issues and information throughout the year.

Rising Star:

• Report to the 1^st Vice President
• Coordinate the Rising Stars program and Awards Ceremony.
• Including, but not limited to, attending faculty meetings to explain and promote the program, collecting entries, forming a committee of three to select finalists to send to the Kentucky PTA, filling out necessary paperwork, submitting paperwork to Kentucky PTA, obtaining awards, organizing the Awards Ceremony with the help of the 1^st VP, and submitting articles to the newsletter.

Santa Shop:

• Report to the 2^nd Vice President.
• Determine how Santa Shop will be run with the PTA Board’s approval, through outside company or purchase of items separately.
• Schedule volunteers with the help of the Volunteer VP if needed.
• Design and distribute flyers.
• Develop a schedule for the classes to follow.
• Oversee Santa Shop, including set-up and clean-up.

School Cultural Arts:

• Report to the Cultural Arts/Reflections Chair.
• Form a committee consisting of the Cultural Arts/Reflections Chair and the other Humanities teachers to discuss potential cultural arts programs to be presented to the school for assemblies during the school year.
• Submit requests of funding to the PTA Board.
• Organize the presentation of the programs.

Spirit Wear:

• Report to the 2^nd Vice President.
• With PTA Board’s approval, select spirit wear company.
• With PTA Board’s approval, decide what spirit wear will be sold and dates of sales.
• Market Spirit Wear sales.
• Organize Spirit Wear orders and schedule pick-up/delivery days.
• Schedule volunteers with the help of the Volunteer VP if needed.

Teacher/Staff Appreciation:

• Report to the 5^th Vice President.
• Coordinate events to show appreciation to the teachers and staff. These include, at a minimum, two luncheons and an appreciation week.
• Schedule volunteers with the help of the Volunteer VP if needed.
• Send out invitations to teachers and staff.

Yearbook:

• Report to the 4^th Vice President.
• Help the Media Specialist with the production of the yearbook. Possible activities include:

• Coordinate volunteers to take photographs at school functions (eg. assemblies, sporting events, socials, award ceremonies)
• Compile all photographs & information for the yearbook
• Execute the development, layout & publication.
• Coordinate the sale dates with the Board and keep them informed of expected income.
• Coordinate the distribution of yearbooks when completed.