Join the PTSA Board or Lead a Committee!

Join the PTSA Board or Lead a Committee!

Join the PTSA Board or Lead a Committee!

Timber Ridge PTSA board members have a max of 2 years in role, and since our PTSA was founded 2 years ago, all roles are up to be filled! If you are interested in joining the board or leading one of our various committees that we rely on to ensure we have an amazing impact on our school, teachers, students and broader community, please let us know ASAP! We are now accepting applications! Please reach out to  Jeffie Buchanan (jeffieanne@windermere.com) and Shelly Bean (beanshelly1@gmail.com) if you are interested or have any questions!

Timber Ridge Elementary is a wonderful community because of its extensive parental support and the volunteer contributions of people just like you! You probably have questions on what it means to be a part of a PTSA board, and who can qualify etc.  To get you started, here are the answers to a few commonly asked questions:

What PTSA elected board positions are available?  

PTA board positions are open to any Timber Ridge parent and do not require previous board or PTA experience. If you are interested in a PTA board position but are concerned about going it alone, do know that any of these roles can be co-pres, co-VP, etc.

  • President
  • Vice President
  • Secretary
  • Treasurer

How do PTSA board positions get filled?  

A nominating committee is elected in January of each school year. This committee then seeks out nominees for each board position and presents a slate of candidates to the membership at a future PTSA General meeting. Board elections are conducted at that time.

How do PTSA committee chair positions get filled?  

Once a PTSA board is elected, the PTSA president and vice president for the following school year will begin seeking individuals to fill committee chair roles. If you are interested in a PTSA committee chair position for the following school year, you should look for announcements on the PTSA website, or talk to the President-Elect in April or May.

What are the basic and shared job responsibilities of board members and chairs?  

Help to recruit and train your successor, keep position binders up-to-date and maintain good files; attend PTSA meetings whenever possible

What are the basic job responsibilities of board members?  

All of the above, plus: attend board meetings scheduled as needed throughout the school year, act as liaison between President and board and those Chairs who fall in to your subject area (e.g. VP-Fund Raising needs to serve as liaison between PTSA Board / President and committee chairs.

What kind of files should I keep?  

It is a great help if you create and/or audit a binder for your position and to have a short orientation when you hand it over to your successor. An ideal binder contains a summary of the position, a calendar or timeline for your job or event, your budget, vendors used, ideas you tried and liked or didn’t like, fliers you created, feedback you received, and anything else you think would help your successor to get a good start.

So, what does it mean to join the board or lead one of the committees?

To answer that, we’ve created a quick break down of PTSA Roles and Responsibilities:

 

President(s)

Time Commitment: 8-12 hours weekly

Busiest: Beginning of year, special projects

  • Presides during all council meetings.
  • Serves as spokesperson for the council.
  • With approval of the executive committee, announces one-year appointments to positions and committees as specified in the standing rules.
  • Is an ex officio member of all committees except the nominating committee.
  • Disseminates and communicates all information received pertinent to PTA purposes and programs.
  • Co-signs all binding agreements.
  • Coordinates the council’s programs and activities.
  • Cooperates, when requested, with the region director in establishing new local PTAs.
  • Conducts an orientation for the board of directors.
  • Facilitates a “role of a council” orientation at a council membership meeting.
  • Plans a PTA president/principal workshop.
  • Meets with the superintendent and education association president as appropriate.
  • Conducts election of nominating committee/election of officers.
  • Serves as a member of the region service delivery team or assigns another council member to be the liaison for the council.
  • Makes sure that council meets the criteria in the standards of affiliation agreement.
  • Ensures that contact information of newly elected council officers is reported to WSPTA.

 

Vice President(s)

Time Commitment: 6-10 hours weekly

Busiest: Beginning of year, special projects

  • Performs the duties of the president in the absence or inability of that officer to serve.
  • Is familiar with duties of the president and assists in those duties upon request.
  • Serves as liaison between the executive committee and local PTAs in the council.
  • Coordinator of local PTAs in a designated area.
  • Performs any other duties designated in the council’s standing rules.

 

Secretary(s)

Time Commitment: 2-3 hours weekly

Busiest: Each meeting before, during, and just after

  • Prepares accurate minutes of all meetings.
  • Notifies the president of any unfinished business.
  • Is responsible for correspondence as designated by the president.
  • Emails meeting agendas and takes requests for agenda items needed.
  • Maintains rosters of the members of all standing and special committees.
  • Provides attendance sign-in sheets at council meetings.
  • Provides a synopsis of council minutes to the newsletter editor in a timely manner.
  • Maintains a roster of local PTAs served by the council with the names and addresses of their officers.
  • Performs any other duties designated in the council’s standing rules.

 

Treasurer

Time Commitment: 4-6 hours weekly

Busiest: Ongoing throughout, after each special project, end of year

  • Serves as chair of the budget committee.
  • Presents the budget to the membership.
  • Maintains accurate financial records.
  • Receives and issues receipts and makes deposits promptly in an authorized council account.
  • Disburses funds according to the approved budget.
  • Presents a written financial statement each month and at each regular meeting and such other times as required by the president.
  • Provides all financial records if requested by the president or any member of the board of directors.
  • Remits council incorporation renewal to the Secretary of State.
  • Files IRS return annually.
  • Files charitable organization report annually.
  • Remits council liability insurance premium.
  • Maintains the council’s legal financial documents notebook.
  • Close the books at the end of the fiscal year; submits the books and records for financial review to the financial review committee no later than thirty days thereafter.
  • Submits any dues collected to WSPTA by deadlines prescribed by WSPTA policy.
  • Performs any other duties designated in council’s standing rules.

 

Executive Member (1-3 as needed to make uneven voting numbers)

Time Commitment: 0-6 hours weekly

Busiest: Ongoing throughout, during special projects, end of year wrap up, as needed

  • Active board member in collaboration of events and determining needs.
  • Helps develop positive solutions to meet current needs.
  • Provides support for events, school and board needs.
  • Promotes PTSA needs and efforts.
  • Provides updates to board as needed.
  • Attend monthly board meetings.
  • Performs any other duties designated in council’s standing rules.

 

Membership Coordinator(s)

Time Commitment: 4-6 hours weekly

Busiest: Beginning of year

Recommended: Co-Chairs, 5 members

  • Assists local PTAs with membership enrollment problems, membership growth and membership ideas.
  • Collects membership committee notebooks at the end of the fiscal year (June 30) and makes sure the notebooks are updated and ready for next year.
  • Submits articles and membership notices to newsletter editor on a regular basis.
  • Records and reports membership numbers of local PTAs to region director, region membership chair and the council.
  • Attend monthly board meetings
  • Performs other duties designated in council’s standing rules.

 

Fundraising Coordinator(s)

Time Commitment: 6-15 hours initially, dropping towards end of year

Busiest: Beginning of year heavy, during main fundraising event, can drop off later in year

Recommended: Co-Chairs, 10 members

  • Leads the coordinating efforts of large and small-scale fundraising efforts on behalf of TRES.
  • Recruits other volunteers to help plan and organize & carry out each fundraising event.
  • Maintains accurate financial records of fundraising events.
  • Presents fundraising event updates to the board as needed.
  • Provides fundraising event updates to the board as needed before and after events occur.
  • Works with the treasure to ensure all financial accounts are accurate and accounted for.
  • Attend monthly board meetings.
  • Performs any other duties designated in council’s standing rules.

Volunteer Coordinator

Time Commitment: 4-10 hours weekly

Busiest: Beginning of year, as needed each special project, end of year wrap up

Recommended: Chair, 3 members

  • Leads the coordinating efforts of volunteer sign-ups and needs throughout the school (i.e. committees, vision/hearing testing, picture day, etc.).
  • Designate/recruit committee chairs to actively lead committee efforts.
  • Maintains accurate volunteer schedules and committee descriptions.
  • Present volunteer needs and updates to the board as needed.
  • Attend Monthly Board Meetings
  • Performs any other duties designated in council’s standing rules.

 

Staff Liaison/ Appreciation Committee

Time Commitment: 5-8 hours monthly

Busiest: Beginning of year, once per month, first week of May

Recommended: Co-Chairs, 15-25 members (The more members we have the less each will need to contribute or can split into 2 teams and contribute bi-monthly)

  • Plan, organize and carry out monthly event (breakfast, lunch, snacks) for our staff.
  • Organize and carry out a back to school lunch.
  • Plan, organize and carry out week long events for Teacher Appreciation week.
  • Present appreciation needs and updates to the board as needed.
  • Send descriptions and pictures to Webmaster for regular posting.

 

Staff Appreciation

Time Commitment: 5-8 hours monthly

Busiest: Beginning of year, once per month, first week of May

Recommended: Co-Chairs, 15-25 members (The more members we have the less each will need to contribute or can split into 2 teams and contribute bi-monthly)

  • Book Fair
  • Enrichment Programs
  • Watch Dogs
  • BINGO Night
  • Movie Nights (1-3)
  • Academic Nights (STEM, Reading, etc.)
  • TRES Kick-off/Opening
  • Art Enrichment
  • Yearbook
  • Webmaster
  • Community Relations
  • Parent Education
  • Spirit Wear

 

Enrichment Committee

Time Commitment: 3-6 hours monthly

Busiest: Before each session start/ start of each session

Recommend: Chair, 5 members

  • Plan, organize and carry out before/after school enrichment opportunities.
  • Present idea to the board for voting.
  • Provide updates to the board as needed.
  • Process sign-up and email session info before starts.
  • Help guide students the first week of each session.
  • Chair attends monthly board meetings.
  • Performs any other duties designated in boards standing rules.

 

F.A.C.E (Family & Community Engagement)/Social Media Master

Time Commitment: 4-12 hours weekly

Busiest: Beginning of year, as events are scheduled

Recommend: Chair, 1-3 members

  • Plans and organizes community engagement, outreach, programs and activities for the school year.
  • Publicizes community engagement activities and events using newsletters, website, social media, text, and email.
  • Works with committee and other chairs to brainstorm ideas and events.
  • Presents ideas to the board for voting.
  • Provide updates to the board as needed.
  • Chair(s) attend monthly board meetings.
  • Performs any other duties designated in board standing rules.

 

WebMaster

Time Commitment: 4-6hrs weekly

Busiest: 1-2 weeks prior to PTSA events

Recommended: Chair, 1-2 people

  • Keep website up to date (requires some web coding skills to work the back end of the website)
  • Utilization of mailchimp to email PTSA members information and update as provided by the board
  • Utilization of Reming – mass communication tool to send text message updates
  • Provide updates to the board as needed.
  • Chair(s) attend monthly board meetings.
  • Performs any other duties designated in board standing rules.