EXECUTIVE BOARD MEMBERS

PTA meeting attendance is required for Board positions.

PRESIDENT

• Presides at the meetings of the general membership and of the executive board
• Appoints committee chairpersons with the approval of the school Principal
• Oversees all committees and events
• Represents PTA at Open Houses, designated masses, and Graduation

VICE-PRESIDENT

• Fulfills roles and responsibilities as agreed to and assigned by the president
• Represents PTA at Open Houses, designated masses
• In absence or resignation of president, shall perform all duties of the president

SECRETARY

• Keeps minutes of general and executive board meetings
• Publishes report and makes available to all in attendance
• Conduct the correspondence of the association, including thank you notes or letters
• Manages licensing and reporting for Shamrock Auction, Ten Week Club, and other raffles
• Books association meeting space

TREASURER

• Collects all monies of the association and keeps an accurate account of same
• Pays bills with the approval of the executive board
• Renders an accurate account of receipts and disbursements at executive and general meetings
• Publishes monthly budget updates and makes available to all in attendance

WAYS AND MEANS CHAIRPERSON

• Coordinates and represents activities that provide programs and opportunities for the students (fundraisers and community building events)
• Fills vacancies in event coordinator positions
• Assists new chairpersons and event leaders in learning their roles
• Communicates event budgets to coordinators

PROCUREMENT CHAIRPERSON

• Oversees procurement of packages and prizes for Shamrock Auction and 10 Week Club throughout the year, and enters items into BidPal
• Keeps PTA board informed of procurement progress at monthly PTA meetings
• Assists president and vice president in supporting all Shamrock leaders by keeping event goals reached in a timely fashion

MARKETING/PUBLICITY CHAIRPERSON

• Receives reports of activities from various committees and develops efficient marketing/advertisement of PTA sponsored events
• Attends to all press notices and parish announcements
• Secures all printed materials for PTA events

AMBASSADOR CHAIRPERSON

• Identifies parents to become ambassadors to new families
• Works with Admissions
• Director to assign ambassadors to new families
• Plans new family picnic in August
• Periodically reminds ambassadors to reach out to new families regarding specific events

NEWSLETTER CHAIRPERSON

• Communicates PTA business regularly with the parent community by developing and placing a weekly item in SPS Scoop
• Updates PTA web page to reflect current goals, business, and membership

PROGRAMS CHAIRPERSON

• Seeks, arranges, and hosts guest speakers and performers for student body as well as parent population
• Arranges assemblies in conjunction with vice principal according to community needs and openings in academic calendar

HOSPITALITY CHAIRPERSON

• Provides refreshments for various events throughout the school year including Back to School Night, Open Houses, Parish Tree Lighting, New Parent Orientation, and Faculty Meetings
• Assists secretary in sending thank you notes following events
• Purchases supplies on behalf of the PTA for various holidays and special events

SPIRITUALITY CHAIRPERSON

• Encourages such activities as prayer, retreats, and communion breakfasts
• Involved in developing programs in support of the needy
• Provides support to other board members and event leaders by enhancing spiritual or ministry component of PTA activities where appropriate

LEGISLATIVE CHAIRPERSON

• Works with the regional legislative chairman
• Ensures PTA business is conducted according to Diocesan by-laws

SOCIAL CONCERNS CHAIRPERSON

• Celebrates faculty and staff birthdays with a gift and prayer intentions
• Celebrates new life among faculty families with a gift and prayer intentions

PTA meeting attendance not required for Event Coordinators.

Room Parent Coordinator
Seeks to fill open room parent positions after teacher solicitation; holds introductory meeting, communicates room parent expectations; disburses stipends to room parents

Ten Week Club Coordinator
Orders printed tickets, sends letters and tickets to parish and school families; collects tickets and funds; assists procurement of weekly prizes; conducts drawings and notifies winners; keeps financial records of event and submits to treasurer

Book Fair Coordinator
Communicates with Scholastic to order books and supplies; communicates with Barnes & Noble to secure event details; solicits volunteer staff, trains checkers, sets up and takes down event; keeps financial records for fall and spring book fairs and submits to treasurer

Thanksgiving Luncheon Coordinator
Communicates to SPS families what donations are needed; monitors collection of donations; arranges turkey purchase and preparation; solicits volunteer staff; secures event decorations; sets up and takes down event; arranges fresh and canned food donations afterward

Teacher Appreciation Luncheon Coordinator
Selects and arranges catering for luncheon; solicits volunteer staff; obtains teacher/staff requests for desserts; creates SignUp Genius for dessert preparations; communicates teacher requests to bakers; obtains all tableware, flatware, and decorations; sets up and takes down event

Santa’s Workshop Coordinator
Communicates with Lil Shoppers’ Shoppe to order gifts; solicits volunteer staff; trains checkers; arranges decorations; sets up and takes down event; keeps financial records for event and submits to treasurer

Family Skate Night Coordinator
Arranges ice rink rental; keeps track of family registration and payment for event; solicits volunteers to help with registration and refreshments at ice rink

Father Daughter Dance Coordinator
Contracts and makes arrangements for venue, photographer and DJ; keeps track of registration and payment for event, as well as meal selection; selects and provides decorations

Mother Son Outing Coordinator
Selects event; secures group tickets; keeps track of family registration and payment for event

Trenton Thunder Family Outing Coordinator
Selects potential dates; secures group tickets, keeps track of family registration and payment for event

Box Tops for Education Receipts Coordinator
Calls for and collects box tops on a regular basis, submits for funds

McCaffrey’s Coordinator
Calls for and collects box receipts on a regular basis, submits for funds

Uniform Exchange Coordinator
Reminds community to donate to the exchange; periodically organize and maintain closet; make exchange available in August including at the New Family/Ambassador picnic

Shamrock Logistics Coordinator
Researches and arranges logistical aspect of Shamrock Auction, including communication with event site; arranges on site preparations; secures AV equipment, food and beverage planning, provides timeline for evening; secures auctioneer

Shamrock Decorations Coordinator
Selects and obtains materials to decorate tables, auctioneer's stage, registration table, and silent auction items

Shamrock Auction Ad Sales Coordinator
Contacts previous advertisers, sponsors and donors in the fall to see if they plan on participating again; seek new advertisers and sponsors for BidPal/program

Shamrock Live Auction Procurement Assistant
Contacts previous live auction donors in the fall to see if they plan on donating party again; seeks new big-ticket items

Shamrock Silent Auction Procurement Assistant for SPS Family
Contacts previous live auction donors in fall to see if they plan on donating party again; seek snew big ticket items; enters item descriptions into master spreadsheet; prepares signage for display of items at auction in coordination with decorations chair

Shamrock Silent Auction Procurement Assistant for Outside Businesses
Contacts previous live auction donors in the fall; seeks new big ticket items; enters item descriptions into master spreadsheet; prepares signage for display of items at auction in coordination with decorations chair

Shamrock Parties
Contacts previous hosts and hostesses in the fall to see if they plan on donating party again; reaches out to the community to secure parties for each grade for children as well as adults; coordinates communication between teachers and experience winners

Shamrock Class Project Coordinator
Conceives artistic project for students; secures art materials for projects; solicits volunteer staff for project creations, ensures project completion for auction

SPS PTA Expense Voucher [DOC]

Full List of Opportunities to Earn Volunteer Credits [PDF]

Volunteer Credit Reporting Form [DOC] can be filled out in Word and saved

Volunteer Credit Reporting Worksheet [PDF] can be printed and filled out