Montgomery Elementary PTA Executive Board Roles & Responsibilities
Please look at the list of committee chairs listed below. Each year, the PTA looks to fill the roles of each of the Executive Board Members. All members, except President, serve a two year term.
Coordinates and oversees the committees for each board position; is a member of each committee and shouldattend as many committee meetings as possible; is involved in nearly all decision making processes and must have a solid understanding of each committee’s needs and responsibilities; prepares general, board, and executive committee meeting agendas and oversees each meeting; works closely with the Administration, Teachers and PTA Executive committee to ensure that all constituents’ needs are being met; is responsible for signing PTA expense checks and overseeing the distribution of PTA funds.
Helps the President coordinate and oversee the committees for each board position; is a member of each committee and should attend as many committee meetings as possible; is involved in helping the President with nearly all decision making processes and must have a solid understanding of each committee’s needs and responsibilities; attends all general, board, and executive committee meetings and contributes where necessary. The President Elect must work closely with the Administration, Teachers and PTA Executive committee to ensure that all constituents’ needs are being met.
Keeps financial accounts and records of the PTA. Present the proposed annual budget for the approval of the General PTA Membership meetings. This budget is developed based on historical financial data in conjunction with each Board Members input for the upcoming year. Pays bills and expenses in a timely fashion and ensures that all funds paid relate to the approved PTA committees / aims of the voted upon PTA events. Ensure that all check requests are accompanied by receipts, and are approved by PTA president. Prepares financial statements each month and presents them to the Executive Board during the monthly board meetings. Issues and co- signs all checks on behalf of the PTA. Keeps financial records on Quick Books and maintains bank account data. Deposits funds in a timely fashion. Submits records for yearly audit by an independent auditor. Must have organized and accurate files to submit for ease of Audit process.
VP of Administration
Attends monthly Executive Board Meetings, general PTA Meetings, and supports PTA sponsored events. Communicates with PTA Administrative Board Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports the Administrative Board Chairs with their projects and program. Communicates with the Executive Board and Administrative Board Chairs as needed.
VP of Communication
Attends monthly Executive Board Meetings, general PTA Meetings, and supports PTA sponsored events. Communicates with PTA Communication Board Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports all Communication Board Chairs with their projects and programs. Communicates with the Executive Board and Communication Chairs as needed.
VP of Educational Enhancements
Attends monthly Executive Board Meetings, general PTA Meetings, and supports PTA sponsored events. Communicates with PTA Board Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Supports the PTA Chairs with their projects and programs. Also, as the Teacher Liaison, frequently communicates with the Teacher Grade Level Representatives regarding the needs and the concerns of the teachers and reports these to the Executive Board. Communicates with the Executive Board and Chairs as needed.
VP of Events
Attends monthly Executive Board Meetings, general PTA Meetings, and supports PTA sponsored events. Communicates event needs and information to the Executive Board. Supports the PTA Event Chairs with their
projects and programs. Event Chairs include Reflections, Fine Arts, Family Movie Night, Holiday Luncheons and Science Night.
VP of Fundraising
Attends monthly Executive Board Meetings, general PTA Meetings, and supports PTA sponsored events. Communicates with Fundraising Chairs prior to monthly Executive Board meetings for information they need reported to the Executive Board. Meets with prospective fundraising groups to determine the fundraising for the school year. Supports the fundraising committee chairs with their efforts.
Documents and distributes minutes for the Executive Committee, Board, and General PTA meetings.
The Corresponding Secretary is responsible for incoming and outgoing correspondence and to handle all official PTA communications.
The Parliamentarian assists with ensuring meetings are running smoothly and in accordance with the governing by-laws. Review and study the bylaws and standing rules annually. If changes are required, ask the president to appoint a committee for this review
Committee Roles & Responsibilities
Please look at the list of committee chairs listed below. Each year, the PTA looks to fill the committee chairs with one or two volunteers.
General Responsibilities of Committee Chairs include:
- Maintaining a committee handbook, which should contain “to do lists” copies of fliers, copies of invoices from suppliers, lists of names and phone numbers of vendors, donors, volunteers, etc., amounts of supplies needed for each event and other information relevant to the committee’s functions and responsibilities. This notebook will be passed on to the next committee chair.
- Keeping their Vice-President on the Executive Committee informed about the progress of their projects. Vice-Presidents can assist committee chairs in recruiting volunteers.
- Following up their activities by providing the Corresponding Secretary with the names and addresses of donors for purposes of thank you notes.
- Attending PTA meetings so that you are aware of ongoing PTA maters and how they may impact your committee’s responsibilities.
Book Fair Chair
Responsible for scheduling, organizing, and promoting the bi-annual book fair with Scholastic Books. Volunteers’ tasks include cashier duties and helping kids find their purchases. The hours of operation during the week of the book fair are typically from 7 am until 3 pm every day. Volunteer opportunities are offered in one-hour shirts or more if desired.
Box Tops Chair
Sponsors Box Tops drives in October and in February, with an optional collection (no prizes) week in May. Advertises using Couriers, e-blasts, posters throughout school, and morning announcements. Counts and ships Box Tops, runs the Box Tops Prize Store, and provides a lunchtime treat for the class with the most collected. This is a 4-5 week commitment (20 hours at most).
Campus Beautification Committee
Serves to maintain and enhance the outdoor school campus through organized clean-up and beautification volunteer days, individual landscape projects and maintenance enhancements efforts.
Lost & Found/Clothes Closet
The Chairman will coordinate volunteers to help with lost and found. Volunteers will organize lost and found items so that they are easily accessible. The Chairman will also be responsible for sending out reminders to parents and for donating unclaimed items. The Chair is also responsible for organizing the clothes closet during various school events including Registration Day, Curriculum Nights and some General PTA meetings. Volunteers help organize the clothes and help set up during school events as well as help families find the clothing they need.
Attends monthly meetings to represent Montgomery at DCPC and writes news article for the Mustang. Distributes news and information to the parents and teachers. Encourages more Montgomery participation in the DCPC events. Timing is monthly throughout the year.
Responsible for encouraging/soliciting contributions to the PTA’s Enrichment fund, which is used to cover expenses over and above those normally covered under the PTA budget.
Family Movie Night Chair
Works with PTA Executive Board to secure the date and place, coordinates the movie logistics with the media event group, and coordinates the event volunteers. Event volunteers help set-up and tear down the movie equipment, assist with clean up, and assist with outside groups who provide entertainment.
Fine Arts Chair
Coordinates programs throughout the year that highlight student’s work in the arts. Exhibits and performances feature each grade level to demonstrate concepts being worked on in cultural arts classes. The Fine Arts Chairman also focuses on displaying the student’s art throughout the community to promote the strong cultural arts program that Montgomery takes pride in!
Health and Wellness Co-Chair
Works to implement activities that promote good nutrition, physical activity, and a healthy lifestyle for our Montgomery community. Sponsors an annual flu shot clinic, walk to school days, and other events, such as the Mustang Marathon and Montgomery Moves! week. Shares health-related information and local happenings with the school via e-blasts, flyers, bulletin boards, and the Mustang newsletters.
Holiday luncheon chair organizes the table decorations for the event, which include the Grandparent/Significant Relative Luncheon, Thanksgiving Luncheon, and Holiday Luncheon. Volunteers assist in decorating tables in the cafeteria.
Lunch Buddies Chair organizes the volunteers to assist with managing lunch time in the cafeteria by grade level. Volunteers assist in the cafeteria during a specified month and are generally available from 10:20 am until 12:20 am (although they welcome volunteers who can give smaller increments of time.) Volunteers assist students in opening food containers, remind students to use inside voices and to throw away any trash, dismiss students, and wipe tables clean for the next class lunch period.
The Marquee chair works with the VP of Communication in obtaining weekly (and sometimes bi-weekly) updates of the two school marquees.
The Open House chair organizes the once-a-year open house date. The chair puts together packets to be given out on the day of open house, and schedules volunteers to assist new parents in giving tours and answering questions about the school. Volunteers will prepare folders, greet prospective parents and give tours.
PTA Volunteer Coordinators:
Maintains the PTA database including information on students, parents and volunteers; compiles lists of volunteers for the various PTA committees. The main work occurs during the summer months and at the beginning of the school year.
The Publicity Chair collects information about various school events, and sends the article and photos to the local media.
Reflections chair organizes the annual reflections contest and provides information on the theme, organizes workshops, and advertises the event. In addition, the Reflections chair solicits judges for the school level judging of entries and accepts entries at the entry deadline set by the county. Volunteers assist in advertising and recruiting children to participate in the contest. Volunteers also assist in the workshops, and in displaying the projects on the day the projects are judged.
Registration Day Chair
Responsible for organizing, promoting and educating families on what to expect on Registration Day. The Registration Day Chair recruits volunteers to assist with all aspects of the event, which is traditionally held the week before school begins.
Room Parent Coordinator
Recruits and organizes room parents for each class, facilitates volunteer opportunities within the classroom, communicates with room parents throughout the year about various school and class activities.
School Photo Chair
Works with administrators, PTA leadership and photographer to arrange photo dates and times for fall and spring. Advertises photo dates, coordinates volunteer team to help on photo days to gather classes and alphabetize, tidy and organize students.
Science Night Coordinators
Solicits participation from students, coordinates participation of local science & tech experts, coordinates logistics and recruits volunteers for Science Night.
Spirit Night Coordinators
Responsible for organizing all aspects of Spirit Night each month. This includes selecting/contacting the restaurant and negotiating the deal; promoting the night through stickers, marquis, e-blast and newsletters; recruiting volunteers; attending the event; and collecting the proceeds. It is a great opportunity to support Montgomery and meet other families, all while having fun!
Student Directory Chair
Compiles student information using registration forms and school class lists; gathers teacher information, room mom list, DeKalb County Schools calendar, Montgomery PTA calendar, PTA Committee Chair list, and Volunteer Description List. Handles the data input, layout, formatting, printing and distribution of the directories. Works with the Mustang Newsletter Advertisement Coordinator to obtain advertisement for inside covers.
Teacher Appreciation chairs organize the teacher appreciation week, which is typically the first week of May. This includes scheduling the teacher appreciation luncheon (food and door prizes) as well as other teacher appreciation meals throughout the week and year. Volunteers assist by preparing food, donate gift certificates and assist in the classrooms so that all teachers and staff can enjoy their luncheon.
The Website chair maintains the hosting, setup, and design of the website and e-communications templates. They are the Technical Administrator of the website, which runs on a self-hosted WordPress platform, and email communications which are powered by MailChimp. They act in an advisory capacity to the Communications Team for issues that affect the web site and the Mustang Bulletin.
The Yearbook chair organizes, edits and does the layout for the school yearbook, which can be purchased by parents, students and staff. Volunteers assist by taking and collecting photos of students and staff, and by helping edit the material for the yearbook.
Cultural Arts Chair
The Cultural Arts chair works with teachers and administrators to help identify talented artists who are also experienced working with children. The Cultural Arts chair will also coordinate logistics for the artist’s visit to the school and communications to the MES community. Cultural arts events usually take place during the school day. The goal is to provide cultural arts enrichment to the whole student body through various grade level appropriate events.
Musical Arts Chair
General Music Chair works closely with music teacher, other school staff and Communication Committee to ensure the flow of the grade-specific performances. Chair’s responsibilities may include, but not limited to: coordinating volunteers to assist with programs, decorating, crowd control, set up/clean up, photography and volunteer seating. Performances are recorded and placed in the library for distribution. Chair also works closely with other school committees and clubs such as Fine Arts Night and Chorus.
H&W Garden / Garden Club
The Garden Chair has two main jobs: Maintenance of the School Gardens and Garden Club
- Garden Maintenance Includes:
- Organizing volunteers and scheduling 1-2 Garden Clean Up Days (usually held on a Saturday or Sunday) where parent volunteers help clean up around the garden beds, spread mulch, weeding etc.
- Setting up a schedule of volunteers for watering/weeding the gardens (mainly in the summer months).
- Garden Club
- Helping organize and run the school’s Garden Club. You will work with the teacher (currently Mrs. Ozarowski) and assist with registration for the club, obtaining help from parent volunteers and buying supplies and materials for the club (plants, soil, gloves, etc.)
- Set up a table at Registration showcasing the school gardens and providing information about the Garden Club.
- Participating in Science Night at school to showcase our garden.