Organize | Chair | Board | Forms | Volunteer
President
Estimated time commitment ~ 2-3 hours per week throughout the year; however, busiest periods are April/May ~10+ hours a week to coordinate calendar, activities and training, then in August the week prior to school and first weeks of school—20+ hours each week
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Be the official representative of JLS PTA
- Prepare agendas for Executive Board and general PTA meetings (with input from Principal and Executive Board Members) and preside at all meeting of the Executive Board and the PTA
- Coordinate the work of all PTA officers and committees; Serve as ex officio member on all committees except Nominating Committee; delegate tasks
- Be responsible for the annual PTA Executive Board roster
- Be authorized to sign checks
- Approve and be responsible for all communication that goes out identified with “PTA” (Panther Tracks, eNews, flyers, etc.) and assure that all are approved by the Principal prior to distribution
- Respond to communications and otherwise interface with PAUSD, school administration, Executive Board members, PTA council, PTA membership, staff, community members
- Attend PTA district-wide presidents meetings and PTAC meetings
- Have all contracts or legally binding documents approved by the PTA before signing
- Be familiar with and abide by current JLS PTA bylaws
Executive VP
Estimated time commitment ~ 1-2 hours per week; busiest period April/May ~10+ hours a week to coordinate calendar, activities and training, then in August the week prior to school and first week of school, 20+ hours each week
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Assist President with above as needed, serving as the President’s primary aide
- Maintain PTA calendar and communicate PTA/school activities calendars to Panther Tracks and eNews
- Perform the duties of the President in her/his absence
- Be authorized to sign checks
- Be familiar with and abide by current JLS PTA bylaws
VP Programs
Estimated time commitment ~ 1-2 hours per week; busiest period August – September
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Help identify and develop new community-building programs for JLS, as needed
- Help identify Chairs for current programs and help them find the resources they need (Back-to-School Dinner, Many Faces of JLS, etc.)
- Help chairs coordinate these PTA and report key activities to the executive board
- Be familiar with and abide by current JLS PTA bylaws
VP Membership
Estimated time commitment ~20 hours; majority of the work in first quarter of the school year
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Collect and input membership data from registration payment forms
- Collect membership information from Treasurer as it comes in during the school year
- Communicate to and solicit PTA membership from JLS staff
- Communicate/publicize value and logistics of PTA membership to JLS families (Panther Tracks, Back-to-school packet, etc.)
- Maintain updated PTA membership list and provide list to PTA President and Secretary
- Upload/Input Membership information into PTA Membership database
- Work with PTA Treasurer to make sure requisite per capita dues are forwarded to PTAC
- Provide membership cards to those requesting them and to those attending State PTA Convention
- Be familiar with and abide by current JLS PTA bylaws
VP Communications
Estimated time commitment ~ 1-2 hours per week
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Coordinate and serve as resource for positions within area including Panther Tracks newsletter, Student Directory, eNews, PTA website and any other PTA-related communications
- Help maintain calendar of events
- Assist with publicity for JLS events as needed
- Compile status reports for Executive Board meetings
- Be responsible for Panther Tracks content and deadlines
- Be familiar with and abide by current JLS PTA bylaws
VP Service
Estimated time commitment ~ 1-2 hours per week; busiest period August – September
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Report monthly key activities to the executive board
- Provide support to teachers and administrators building service learning activities on campus
- Serve as liaison to Youth Community Service and its club at JLS
- Plan the annual JLS PTA Youth Community Service Day – a half day larger service experience for JLS students. Or equivalent opportunties
- Be familiar with and abide by current JLS PTA Bylaws
Secretary
Estimated time commitment: 3-4 hours per month
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Take minutes and provide copies at PTA Executive Board and general PTA meetings
- Have minutes reviewed by PTA President
- Have electronic copy ready for web master to upload to PTA website
- Maintain a file of all past minutes (as corrected) and get them bound at the end of year
- Attach a list of expenditures to all minutes
- Keep current PTA membership list and have available at meetings
- Keep copies of all correspondence; conduct correspondence if requested
- Keep, be familiar with, and abide by current JLS PTA bylaws and standing rules
Treasurer
Estimated time commitment: 4 hours a month
~20 hours with the majority of the work in the first quarter of the school year
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Prepare and present monthly financial reports and check authorization form at all PTA Executive Board and General Membership meetings (about 10 meetings over 10 months) for approval
- Convene and chair JLS PTA Budget Committee
- Prepare and present proposed budget to Executive Board and general PTA membership
- Handle all PTA financial transactions in accordance with PTA guidelines and procedures
- Makes sure that bank signature cards have current authorized office holders
- Secure two authorized signatures on all checks
- Interface with anyone in PTA who handles money, assuring that PTA procedures are followed
- Maintain all PTA financial records
- Keep the Executive Board and PTA membership informed of expenditures versus budget
- Forward payments (dues, insurance, assessments) to PTAC
- Responsible for tax filings
- Work with PTA Auditor
- Be familiar with and abide by current JLS PTA bylaws
Auditor
Estimated time commitment: 10 hours in January and July
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Prepares and submits semi-annual financial audit (January and July) according to PTA Bylaws and Guidelines (use PTA Tool Kit)
- Be familiar with and abide by current JLS PTA bylaws
Parliamentarian
Estimated time commitment: 0.5 – 1 hour per week, mostly in August and January/February
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Be familiar with and abide by current JLS PTA Bylaws
- Review current Bylaws and standing rules for revision annually and revise as needed, at minimum every two years. (Last revision submitted August 2012)
- Disseminate copies of Bylaws to all Executive Board Officers
- Interpret Bylaws as requested or appropriate
- Advise PTA President on parliamentary procedure
- Circulate and update current job descriptions
- Recruit members of Nominating Committee as per Bylaws
- Present Nominating Committee slate for election at January PTA meeting
- Convene 1st meeting of Nominating committee
- Provide Committee with necessary materials and information, including updated job descriptions and current Bylaws
- Insure that all members of Nominating Committee and nominees for elected office become JLS PTA members
Other positions as needed:
Chair, Ways and Means
Estimated time commitment ~ 1-2 hours per week
- Attend Monthly Exec Board meetings, and PTA General Association meetings (3 per year)
- Coordinate and serve as resource for related committee positions
- Compile status reports for Executive Board meetings (grant writing, grant approval, direct appeal, eSCRIP)
- Review any potential fund raising activities
- Research and coordinate grant opportunities
- Oversee all PiE and any other PAUSD fund raising/budget activities
- Serve on JLS PTA Budget Committee
- Be familiar with and abide by current JLS PTA bylaws
Historian
Estimated time commitment: 0.5 hours per week and about 4 – -8 hours in June to compile a year-end report
- Prepare and submit to PTAC JLS PTA’s annual report required by State PTA: tally of volunteer hours and summary narrative of the past year
- Act as custodian of records and materials pertinent to the history of JLS PTA
- Be familiar with and abide by current JLS PTA bylaws
Palo Alto PTA Council Representatives (3)
Estimated time commitment: 3 hours 5 times a year for PTAC meetings + 2 hours/month PTA meeting
- Attend PTAC general meeting meetings (3-5 times a year)
- Report back to JLS PTA Executive Board on PTAC activities
- Provide PTAC snacks on behalf of JLS as assigned
- One of 3 representatives must serve on PTAC Nominating Committee
- Be familiar with and abide by current JLS PTA Bylaws