PTA Roles
The PTA board is always looking for volunteers who are interested in serving on the PTA Board and Committees. All positions are listed below. If you are interested in any of the positions or would like more information, please contact pta@blueheronpta.org or any current board member. We are currently looking for nominations and will be voting on new board members at our April 14th meeting to give them time to learn their new roles! You must be a member and present at April’s meeting to vote.
Elected Positions – Officers
Board Meeting once a month with Principal (usually the 1st Thursday of the month, but could be adjusted). General PTA Meeting as required by By-laws (usually the 2nd or 3rd Thursday of the month).
Positions opening for the 2022-2023 School Year
2 Co-President
2 Co-Vice-President
2 Co-Secretary
2 Co-Treasurer
OFFICERS
President
Description: The Presiding officer of the PTA. Preside over board meetings and general meetings. The President must have a general knowledge of all committees on the Time Commitment: 8-12 hours per month, varies. Busiest Times of Year: the beginning of the year but flattens out; additional special projects; Manage overall objectives and strategies of PTA (including fundraising objectives, community-building events, educational events, etc.); Act as liaison between parents and principal/staff; Recruit PTA Committee Chairs; Create agenda and facilitate monthly PTA meetings and monthly PTA board meetings; Write a periodic PTA News bulletin; Create a mailing for all Blue Heron parents in August for inclusion in back-to-school packet; Collaborate with Principal to create annual school calendar; Collaborate with Treasurer to create annual PTA budget; Speak at Back to School Night and other events Attend Council PTA meetings, a consortium of the PTA Presidents from all PPS schools. PTA approval of all contracts, and expenditures.
Other Attendance: School events sponsored by PTA (not all are mandatory)
Vice President
Description: Coordinate school-wide, educational programs to be held during school hours. Schedule Sitters for all PTA Meetings. May be called upon to temporarily assume the role of the President. Support key communication needed for fundraisers, special events, and mass mailings. Other Attendance: Preferably at school programs (after hours)
Secretary
Description: Responsible for keeping accurate records of the proceedings of the association. Records all business transacted at each meeting (minutes), presents those minutes at the monthly and general meetings. Submitting new membership to Colorado PTA. Time Commitment: 2-3 hours per month, busiest following each PTA meeting. Submit approved minutes for inclusion on the PTA website. Attend executive board meetings, participate in discussions and decision-making, take minutes for preparation and distribution to the other officers. Prepare the sign-in sheet and arrange the room for the general meetings. Forward required documentation to Colorado PTA main office. Maintain a complete file of all approved minutes, agendas, and materials distributed at any official PTA meeting. Manage/oversee the Nominating Committee process.
Other Attendance: As Needed
Treasurer
Authorized custodian of the funds of the association. Write checks, review contracts, balance bank statements, draft and manage budgets, maintain accurate financial records, present financial reports at board meetings and general meetings. Time Commitment: 10-15 hours per month, including attending PTA meetings. Busiest Times of Year: Ongoing, some summer work preparing the budget for Fall, taxes in October. Collaborate with the PTA President to generate the annual PTA budget. Prepare the annual audit and tax return. Pay bills and reimbursements as required. Oversee ongoing PTA finances, ensure adherence to approved PTA budget. Prepare and present the budget report for each PTA general meeting. Record deposits that come in from events or services. Send donor acknowledgment letters.
Other Attendance: As Needed
STANDING COMMITTEE CHAIRS
Membership Coordinator:
Minimum Time Commitment: approx. 5-10 hours at the beginning of the school year and 1-2 hours per month during the school year. Plans and executes membership campaign. Creates and maintains updated membership roster throughout the year and provides updates to Secretary and Treasurer
EVENT COORDINATORS & LEADS
Volunteer Coordinator (PTA events):
This chair recruits and organizes volunteers for all PTA-sponsored events (e.g., Fall Fest, Run4Funds, etc.) and works closely with the school events Volunteer Coordinator and the Room Parents. This position requires a commitment for the full school year and has a moderate time commitment.
Blue Heron Grants Coordinator:
This coordinator creates and manages the Grant application for our Blue Heron staff and teachers in the Fall. This position requires a commitment to attend the August and September PTA meetings and planning a separate meeting to hear the presentations of the grant proposals and lead the vote.
Bullitin Board and/or Wall of Fame Coordinator(s)
– Minimum Time Commitment: 2 hours/mo; Updates membership board, Decorates boards for activities/events
Grants and Donations Coordinator
Minimum Time Commitment: 2 hours/mo;Researches and applies for outside grants and donations, Works with local businesses to obtain donations/sponsors for events/activities
School Supplies
Description: Coordinates with the front office to produce the school supplies list; identifies and works with school supplies vendor on prices (currently we use EduKit); setting up online ordering and any sales events at school.
Other Attendance: Dec-May, August
Watch D.O.G.S.
Description : Coordinate events and activities for fathers to participate in throughout the school year. Administer Watch D.O.G.S. membership.
Other Attendance : As needed
Hospitality Chair
Description : Coordinate events (Back to School, Holiday Breakfast, 1st Monday of the Month Treats), Creating and managing Sign-Up Genius forms for volunteer donations
Other Attendance : As needed
Fall Festival/Trunk or Treat
Description: Coordinates the event; planning, ticket sales, promotion, volunteers, food, games, activities, etc. Form a committee to help with tasks.
Other Attendance: Event Night. Commitment required as needed.
Movie Nights
Description: Coordinates the event; planning (licensing movie), ticket sales, promotion, volunteers, food, etc.
Other Attendance: 1 to 2 Movie Nights per year. Commitment required as needed.
Skate City Night
Description: Coordinates the event; planning, promotion, riding the bus and volunteers
Other Attendance: 4 Skate City Nights per year. Commitment required as needed.
Multicultural Day
Description: Plan and coordinates the different events during the Multicultural Week/Night.
Other Attendance: As needed
Silent Online Auction
Description: Coordinates the event; works with vendors to assemble donations for the online auction, planning, promotion, volunteers, sales, deposits to the treasurer, etc.
Other Attendance: As Needed
February Dance
Description: Coordinates the event; planning, ticket sales, promotion, volunteers, food, games, activities, etc. Form a committee to help with the tasks.
Other Attendance: Event Night. Commitment required as needed.
Yearbook
Description: Coordinates the publication; photos, parental release, verifies, publishes and distributes.
Other Attendance: As Needed
COMMUNICATIONS
Webmaster/Social Media/Remind/Newsletter
Description: Develops, maintains, and updates the PTA website as necessary. Actively use social media to promote, communicate, and inform the Blue Heron community of what is happening in the PTA. Coordinates messaging with President. Creates text messages for the Remind system. Send monthly e-news (electronic) letter to the PTA membership and Blue Heron community. One time per semester (Fall/Spring) create a print newsletter to distribute out to students, staff, and teachers at Blue Heron Elementary.;
Other Attendance: As Needed
Bulletin Board Coordinator
– Minimum Time Commitment: 2 hours/mo; Updates membership board, Decorates boards for activities/events
Boo Hoo/Yahoo Event Coordinator
Minimum Time Commitment: Ideally we would love parents from 1st grade to coordinate a welcome to our new Kindergarten families on their 1st day
Grants and Donations Coordinator
Minimum Time Commitment: 2 hours/mo;Researches and applies for grants and donations, Works with local businesses to obtain donations for events/activities
FUNDRAISING EVENTS
Readathon
Description: Coordinates with the BookFair in October; includes planning, promotion, volunteers, sales, etc.
Other Attendance: 2-3 months prior to Book Fair Week
Run4Funds
Description: Plan, organize, and coordinate the Run4Funds event that takes place at the end of the year in May.
Other Attendance: As Needed
Passive Fundraisers
Description: Coordinates the “easy” fundraisers such as Box Tops for Education, Longmont Dairy, Amazon Smile, American Furniture Warehouse, and King Soopers.
Other Attendance: As Needed
Spirit Nights
Description: Coordinator school spirit nights at local restaurants/merchants where the PTA shares in the profits from that day.
Other Attendance: Varies
ROOM PARENT COORDINATORS
Room Parent Coordinator
Description: Oversee the Room Parents during Class Parties planning and special events throughout the year. Oversees the recruitment and training for parent volunteers as Room Representatives for a classroom or grade level. Collaborates with other PTA board members, teachers and administrators to identify how parents can get more involved at school. Helps train Room Parents and provides ongoing support throughout the year. Promotes PTA goals, membership, and activities. Works with the PTA president, principal, and teachers to coordinate Room Representatives at the school to build stronger family-school partnerships to support student success
Other Attendance: Class Parties.
Room Parent for each Grade
Description: Coordinate with the teachers for designated grade level needs throughout the school year. Organize 3 class parties per year (supplies, crafts, volunteers, decorations, etc.)
Other Attendance: Class Parties