Roles & Responsibilities

Volunteers are welcomed at very simple levels, volunteering in your student’s class or at an event. If you want to get more involved, there are positions with more responsibility available! If someone is currently holding a position you are interested in, please let them know you’d like to shadow them to take over when your term is up!


Board Positions

The following are elected officers and members of the executive board.

President
The President is one of the three required PTA officers.  The purpose of this role is to lead the PTA toward specific goals chosen by its members. The primary duties of the President are:

  • Distribute state and national PTA materials with the appropriate officers and chairmen.
  • Review all written materials produced by PTA (e.g., newsletters, fliers, website postings, or notices) to ensure the accuracy of PTA information and compliance with PTA policies.
  • Prepare a master calendar that includes executive board meetings, association meetings, PTA special events, and president/principal meetings.
  • Prepare agenda and run monthly general PTA meetings.
  • Act as a delegate to the California State PTA Convention.


Executive VP of Communications
The purpose of this role is to help PTA members and the general public to understand that the PTA is a positive, relevant, inclusive, influential volunteer-powered association working for the well-being of every child. The primary duties are:

  • Perform the duties of the president in the absence or disability of that officer to act.
  • Coordinate content, print and mail the Summer Mailing.
  • Manage and coordinate all communications roles, including website positions, Tiger Flyer Coordinator, Bulletin Boards, Facebook page and Marquee Coordinator.
  • Develop and maintain relationships with local media contacts.
  • Attend PTA Meetings and PTA Board Meetings.


Secretary
The Recording Secretary is one of the three required PTA officers. The primary duties of the secretary are below:

  • Attend PTA Meetings and PTA Board Meetings.
  • Organize daycare providers for monthly PTA meetings.
  • Accurately record and prepare the minutes of all PTA meetings.
  • Prepare listing of all unfinished business for use by the President.
  • Post a brief summary of PTA meetings on the website forum.
  • Notify PTA officers of their elections and PTA volunteers of their appointments.
  • Order paper for the PTA to use for various publications and events.
  • Post PTA monthly meeting banners on School campus the week before a meeting.
  • Have the Secretary’s Binder on hand for reference at each meeting.  Included is a copy of the bylaws, copies of agendas, minutes of previous meetings, list of all committees, and a copy of the membership list.
    Special Skills: Good typing and comfortable with MS Word.


Financial Secretary
The primary duties of the Financial Secretary are as follows:

  • Deposit all monies received in the PTA bank account, and post them to Quickbooks.
  • Give a copy of the deposit slip attached to an itemized deposit record to the treasurer.
  • Manage cash boxes for events including verification of cash received.
  • Keep an accurate record of all receipts and payment authorizations for the treasurer’s financial records.
  • Prepare all payment authorizations as approved by the executive board or the PTA. Forward authorizations to the president and recording secretary for signatures.
  • Prepare and present a Financial Secretary’s Report (Forms 9) at PTA and executive board meetings when requested by the PTA. The report must include an accurate record of all receipts, deposits and authorizations for payment.
  • Review treasurer’s bank reconciliations.
  • Work with the treasurer to reconcile the PayPal account monthly.
  • Perform such other duties as may be delegated to the financial secretary by the president or treasurer.
  • Attend PTA Meetings and PTA Board Meetings.


Treasurer
The Treasurer is one of the three required PTA officers.  The primary duties of the Treasurer are below:

  • Keep accurate financial records of all PTA gross income, receipts and disbursements using QuickBooks. Complete all journal entries required to accurately reflected the financial position of the WGE PTA.
  • Prepare the budget for the Budget Planning Committee and adoption by the membership.
  • Reconcile bank and PayPal statements monthly.
  • Write checks for all PTA sponsored reimbursements and bills.
  • Initiate Paypal Transfers into Bank of America Bank Checking Account.
  • Maintain accounting spreadsheet (Excel) of accounting for Teacher Stipends and report expense reimbursements back to School Office Staff.
  • Maintain continuous and direct communication with the President regarding finances. Advise board members, Enrichment Leads and Event Chairs of the status of the treasury and their individual budgets.
  • Enforce policy of cash handling procedures of all fundraising events with assistance from the Financial Secretary and Event Chairs.
  • Secure two signatures on all checks.
  • Prepare financial reports for monthly PTA meetings.
  • Assist with preparation for semi-annual audits completed by the PTA auditor.
  • Remit to San Jose Unified Council and San Jose Unified Council PTA required reports, payments and dues.
  • Enforce Risk Management Compliance, coordinate with Insurance Broker when necessary.
  • Attend PTA Meetings and PTA Board Meetings.
  • Prepare annual financial report.
  • Coordinate filing of 990 tax return with outside tax professional.
    Special Skills: Knowledge of QuickBooks and Excel helpful.


Auditor
The primary duties of the Auditor are as follows:

  • Audit the books and financial records of the PTA semi-annually.
  • Prepare for a mid-year and year-end audit in the months stipulated in the bylaws.
  • Prepare and present a written report to the executive board by the date stipulated in the bylaws.
  • Prepare and present a written report for adoption by the PTA in the month stipulated in the bylaws.
  • The outgoing auditor is responsible for conducting the audit at close of term.
  • Audit the books upon resignation of the treasurer or financial secretary or at any time deemed necessary by the executive board.
  • Attend PTA Meetings and PTA Board Meetings.
    Special Skills: Good with numbers, accurate.
    More info on auditor position available here.


Historian
The primary duties are as follows:

  • Captures, assembles and preserves record of activities and achievements of the PTA.
  • Collects volunteer hours for PTA meetings and events.
  • Completes and submits the PTA Unit-Annual Historian Report to council/district PTA.
  • Fills out Historian Summary Report and files copies.
  • Displays or presents brief overview of PTA year at meeting near the end of the school year.

Parliamentarian
A parliamentarian can assist the president when questions of procedure arise. Parliamentary law is an orderly set of rules for conducting meetings of organized groups for the purpose of accomplishing their goals fairly.

  • Attends PTA monthly meetings and executive board meetings and gives advice on parliamentary procedures and PTA bylaws.
  • Assist the presiding officer by keeping track of the order of those wishing to speak, motions, amendments, voting, etc., during meetings.
  • Chair the bylaws committee and helps make revisions to the bylaws as necessary.
  • Calls the first meeting of the nominating committee to order after helping to form the nominating committee.
  • Conduct trainings as needed for parents in parliamentary procedure.
  • Ensure each member of the executive board has a current copy of the unit’s bylaws and standing rules.
    More info is located at the CA State PTA website (Job Descriptions)

Membership Chair
The Membership Chair along with the entire Board and the President are partners in guiding, directing and developing an effective membership campaign. The primary duties of the Membership Chair are discussed below:

  • Establish PTA Membership Plans for Fall school enrollment and dates for the membership drive with President and Board approval.
  • Promote PTA membership at School Community Events.
  • Update/prepare membership flyers and membership envelopes for distribution at the beginning of the new school year for school events and meetings.
  • Help the PTA Membership Database Administrator enter and maintain the PTA membership database.
  • Collect membership envelopes and forward collected money to the Financial Secretary as record of payment. (Membership envelopes are forwarded onto the Treasurer.)
  • Create and distribute membership cards.
  • Report on membership statistics at monthly PTA meetings.
  • Complete remittance form for Council dues for members to the San Jose Unified Council and then submit the form to the Treasurer for payment.
  • Attend PTA Meetings and PTA Board Meetings.

Volunteer Coordinator
The Volunteer Coordinator oversees the activities of the school volunteers and represents them on the PTA executive board. Some of the duties include:

  • Recruit volunteers for Room Parents and all docent programs and events at the school.
  • Organize a Volunteer Orientation at the beginning of school and orient the volunteers in school facilities and procedures.
  • Manage a database for all volunteers.
  • Provide volunteers’ identification badges.
  • Publicize volunteer opportunities.
  • Provide input in the recruitment of next year’s PTA and volunteer positions to the nominating committee.
  • Plan an end of year event to thank the volunteers.

President Emeritus

This is not an elected position. It is a one-year term following presidency. As a past president, this role provides guidance to the current PTA president. The goal is to stay involved but not be in charge.

Treasurer Emeritus

This is not an elected position. It is a one-year term following being treasurer. As a past treasurer, this role provides guidance to the current PTA treasurer. The goal is to ensure a smooth transition to the new treasurer.

Communications

Bulletin Boards

  • Work with the Communications VP for content.
  • Update/decorate glass enclosed campus bulletin boards with seasonal/relevant themes.
  • Bulletin boards include: main entry to campus by double doors, brick building near staff room, kinder area.

Facebook Communications

  • Promote/communicate PTA related activities and news on Facebook.
  • Examples include – notification of upcoming meetings, photos from events (with required permissions) such as Founder’s Day Parade, school schedule changes, etc.
  • Moderate content and comments to keep a positive tone and in line with District guidelines for appropriate content.

Marquee Coordinator

  • Post school and PTA related announcements on the marquee located on the Minnesota side of the office.
  • Update as events pass.

Tiger Flyer Coordinator
Format, submit for translation for Tiger Flyers.

Tiger Flyer Copier/Distributor
Print, copy and distribute Tiger Flyers.

Website Administrator

  • Responsible for maintaining PTA web pages framework.
  • Train all editors to maintain, post, edit and keep website areas up-to-date.
  • Answer editors’ questions and fill in editing when needed.

Web Forum Moderator

  • Oversee and moderate all forum posts for appropriateness in content and placement.

Events

All event leads are to follow Event Guidelines. In addition, their responsibilities include the following.
Ice Cream Social
This PTA hosted event usually happens in the early evening, during the second week of school. It’s designed as a welcome back activity where parents, students and teachers can get reacquainted after the summer break. Responsibilities include:

  • Promote the event
  • Get necessary permission – bathrooms, janitorial, etc.
  • Order ice cream or treats and supplies.
  • Coordinate teachers and parents to scoop/serve.
  • Communicate with T-shirt sales owner to sell WGE merchandise.
  • Work with After-school program coordinator to make sure we have enough tables on hand for their use during the event

Family Fun Night (Science Fair)
This evening event promotes science to the PTA community. It’s an opportunity for adults to see the students’ science fair projects and participate in science related activities with the students. Responsibilities include:

  • Promote the event.
  • Get relevant permissions – cafeteria use, bathrooms, janitorial support, etc.
  • Secure/coordinate outside vendors, such as Schmahl, to provide family friendly science activities.

Founder’s Day Festival

  • Promote the event.
  • Get relevant permissions.
  • Coordinate food/snacks, booths, activities.

Founder’s Day Float Design/Build

Design and build a float for Founder’s Day Parade.

Founder’s Day Parade Coordinator

  • Promote the event and recruit participants.
  • Fill out parade application.
  • Choose theme and work with Band director to organize and distribute music.
  • Organize parade positioning with band, float and marchers.

Harvest Festival
This evening event happens in the fall, usually right before Halloween, in the quad and cafeteria. It’s an opportunity for adults and students to celebrate the fall season with live music, games and activities. And it’s a chance for the children to wear their Halloween costumes. Responsibilities include:

  • Promote the event.
  • Get relevant permissions – cafeteria use, bathrooms, janitorial support, etc.
  • Secure/coordinate outside vendors for food.
  • Coordinate live music or entertainment.
  • Organize booths for games, crafts and food.
  • Organize Books for treats table.
  • Coordinate decorations.

Kinder Welcome Party
This event is an opportunity for incoming kinder parents and students to get to know each other and learn more about the school and the PTA. Responsibilities include:

  • Promote the event.
  • Get relevant permissions – cafeteria use, bathrooms, janitorial support, etc.
  • Coordinate food/snacks.

Kinder Park Days
These park play days happen in late summer, before school begins. They’re an opportunity for incoming parents and students to get to know each other. Responsibilities include:

  • Pick and promote the dates.
  • May choose to coordinate snacks, distribute flyers, gather email addresses for PTA e-list.

Parent Daughter Event
This evening activity is an opportunity for the girls of WGE to get together without the boys! Every year we alternate between mothers and fathers as the adult guest. Responsibilities include:

  • Determine a theme for the activity.
  • Promote the date.
  • Get relevant permissions – cafeteria, bathrooms, janitorial, etc.
  • Organize snacks.

Parent Son Event
This evening activity is an opportunity for the boys of WGE to get together without the girls! Every year we alternate between mothers and fathers as the adult guest. Responsibilities include:

  • Determine a theme for the activity.
  • Promote the date.
  • Get relevant permissions – cafeteria, bathrooms, janitorial, etc.
  • Organize snacks.

Staff Appreciation Week
This is a week-long celebration of our fabulous WGE teachers and administrators. The main activity is a meal for the staff one day of the week. Other responsibilities include:

  • Work with the PTA communications team to promote teacher appreciation activities throughout the week. Examples include: student written letters and pictures for the teachers, small treats, etc.
  • Organize volunteers to provide food items.

Talent Show
This evening activity is an opportunity for WGE students to show off their “talent”. Responsibilities include:

  • Secure a location & relevant permissions/services – bathrooms, janitorial, etc.
  • Promote the date.
  • Organizing support staff such as lighting and sound.
  • Hosting “try outs” and practice sessions.

Fundraisers

Affiliate Chair Responsibilities

  • Research and respond to solicitations for joining affiliate programs.
    • General guidelines, over $1000 income, or PTA passion
    • Use email address affiliates@wgepta.org
  • Report suggestions for new affiliate programs to PTA President to report to the board.
  • Present board approved affiliate programs at general PTA meetings.
  • Present awareness of ongoing affiliate programs at PTA meetings.
  • Respond to questions regarding affiliate programs from PTA members in person and via affiliates@wgepta.org email address.
  • Create or edit flyers for affiliate programs.
    • Present to PTA President and/or Communications VP for their edit/approval.
    • Submit to school secretary (currently Sharon Simpson at ssimpson@sjusd.org for approval / translation. (Allow at least a week for translation.)
    • Make copes or recruit copiers to make copies (flyers on yellow paper, since that’s the color for Annual Giving?)
    • Distribute with 2 more than the number of students in each class, plus 1 for each other staff member, plus a stack for the front table in the office and one for Megan Pitchett to put in the flyer binder.
  • Let web editor know any changes that need to be made to the fundraisers – shopping pages on wgepta.org
  • Post encouragement and how to use affiliate programs periodically on Konstella.

Annual Giving Chair

Primary Responsibilities Include:

  • Develop Annual Giving Campaign Pledge goals and objectives.
  • Develop Annual Giving Campaign donation solicitation letters.
  • Develop and communicate goals and objectives to Donor community.
  • Develop of electronic delivery of Acknowledgement Letters to Donor Community, using Mailchimp
  • Oversee collection of Annual Giving Donations
  • Update and distribute PTA Promotional Flyer (update over the summer).
  • Act as Liaison between Donor and Corporate Philanthropy.
  • Reconcile donations received back to financial records in QuickBooks.
  • Track PayPal initiated Annual Giving Contributions.
  • Coordinate with Financial Secretary on deposit information and tracking.
  • Coordinate with Treasurer on reporting needs from QuickBooks as needed.
  • Update PTA Website Annual Giving Page, currently coordinated with webmaster, before Official Campaign kickoff
  • Provide School and Tiger Flyer documentation as needed for school-wide publication.
  • Attend and present Annual Giving Goals and Results as needed at the PTA meetings.

Hours are heavier in the Fall- August through mid to late October, about 3-10 hours a week.
In November, work tapers way off, 1-2 hours a month.


Art Cards Coordinator

Students create art work which is transferred to greeting cards and other gift items. Parents can buy the cards and a portion of the money comes back to the PTA. They’re great for holiday gifts, thank you cards, etc.

  • Coordinate schedule & requirements with outside vendor.
  • Coordinate art work with classroom Art Docents.
  • Send art work to vendor.
  • Coordinate parent notification and ordering.

Auction/Dinner Coordinator

Invite parents and staff to participate in a silent auction and dinner/party.

  • Determine theme, date, location for the event.
  • Organize a committee or committees to plan the dinner and the auction. Teams might include: decorating, dinner, auction, donation coordination, ticket sales, etc.
  • Work with the local business community & WGE parents to gather donations and organize the auction format.
  • Plan the dinner/party.
  • Combine auction items into baskets, prepare auction forms.
  • Track all auction items on spreadsheet for reconciliation.
  • Coordinate with PTA financial positions to make sure money is handled (counted & deposited) correctly.

Box Tops / Labels for Education

  • Make parents aware of these fundraising options.
  • Coordinate the gathering of Box Tops/Campbell Soup Labels from WGE parents.
  • Calculate class winners for prizes.
  • Mail box tops to vendor.
  • Make sure check gets deposited.

Grant Proposal Writer

  • Find grants
  • Apply for them

Scholastic Book Fair

This activity usually happens in December & overlaps with the Tree Lighting.

  • Coordinate book delivery with Scholastic.
  • Organize parents to help display books in the library.
  • Coordinate with PTA Financial Secretary to get cash, collect, count & deposit money.
  • Organize parents to work shifts during the book fair – some are during the day & some in the evening.
  • Close fair by sending remaining books back to Scholastic.
  • Work with Financial Secretary to send summary report to Scholastic.

Tree Lighting

This family & community friendly evening event happens right before winter break begins. It’s a night of music performances, activity booths & food.

  • Organize a committee to help – decorations, food, booths, entertainment, etc.
  • Get necessary permits through the school.
  • Coordinate cash boxes & money counting with PTA Financial Secretary.

Walkathon

This fundraiser is specifically for the WGE students. It happens during the school day.

  • Determine a day & theme, coordinate with school office since this happens during school.
  • Distribute pledge forms.
  • Find volunteer to enter/track pledge data.
  • Coordinate with PTA Financial Secretary to count & deposit pledges.
  • Purchase prizes & giveaways.
  • Promote the event at Friday flag salutes – encourage children to get pledges by announcing prizes.
  • Organize music, water, snacks, etc for during the Walkathon.
  • Organize lap counters, if needed.
  • After the Walkathon, hand out final prizes.

Willow Glen 5k

5K Coordinator
This 5K run/walk is the largest PTA fundraiser. A co-chair or small committee is recommended. This event happens on the Saturday morning before Mother’s Day. Planning starts months in advance. This person/team needs to be very good at delegating.

Recruit and manage the following types of positions:

  • Registration – before the race, morning of, packet assembly & pick up.
  • Race-Day Director.
  • Sponsorships.
  • Marketing & Relations – media, web/facebook, print & swag, city, etc.
  • Festival Director – kids area, quad, etc.
  • Volunteers – adults & students.
  • Finance.
  • Graphic designer for logos.

5K Coordinator Shadow

5K Festival

5K Finance

5K Kid Zone

5K Design

5K Marketing

5K Packet Pickup

5K Race Course

5K Registration

5K Sponsorships

5K Volunteers

Enrichment Programs

ABC Coordinator
The ABC Coordinator is in charge of the ABC program at WGE. This program uses literacy opportunities to share concepts of student-to-student respect, how to be a good friend, what to do if bullied and more. Some of the duties include:

  • Recruit volunteers to be ABC parents for each classroom.
  • Work with Project Cornerstone to train volunteers.
  • Conduct a monthly ABC Parent pre-lesson (optional).
  • Maintain the ABC cabinet and ABC Yahoo Group.
  • Submit monthly Reading Log to Project Cornerstone.

Los Dichos Coordinator

The Los Dichos Coordinator has the same responsibilities as the ABC Coordinator, but for TWBI program grades K – 2nd in Spanish.  Volunteer docents for the Los Dichos program need to be bilingual or Spanish speakers.

 

ABC and Los Dichos Docents: Monthly

  • You will need to be trained on the 41 Developmental Assets – which the ABC Program is based upon.  This program is run through the YMCA/Project Cornerstone. They have an on-line application (www.projectcornerstone.org) you need to fill out. Training may take place at the YMCA or at WGE.
  • Uses literacy opportunities to share concepts of student-to-student respect, how to be a good friend, what to do if bullied, etc.
  • Docents do this by reading encouraging books and conducting an active discussion afterwards.
  • This takes 30-60 minutes once a month, reading eight books total.
  • This program is important in creating an environment of respect at the school.
  • A monthly training is available for each lesson (optional).
  • Monthly lessons, tips, links, etc. are available on the Project Cornerstone website.

Art Coordinator(s)

This position coordinates volunteers to teach art in the classrooms.

  • Request a volunteer for each class.
  • Make sure volunteers know about binders with lesson suggestions.
  • Manage art closet supplies.
  • Organize student art for display in the spring art show.

 

Art Docents: Monthly

  • Art docents present an art lesson with a short lecture and hands on project.
  • No previous art knowledge is needed to lead the lessons.
  • Docents will help the Art Coordinator gather artwork for the spring art show.

Band Coordinator

  • Creating or editing all documents, fliers, student roll lists, concert programs.
  • Corresponding with parents via fliers or email re: all band matters.
  • Copying, filing and distributing music.
  • Purchasing reeds, supplies, etc.
  • Editing and tracking permission slips for performances.
  • Keep database of instruments and lending library.
  • Coordinate with band volunteer rent collector, provide with envelopes, current databases, etc.
  • Periodically, contact parents if WGE instrument-renting children have not been in attendance.
  • P.R. (Ice Cream Social, Tree Lighting, promote concert dates).
  • Coordinate fundraising bake sales at concerts.
  • Keep student body apprised of concert dates.
  • Friday flag salute announcements.
  • Coordinate with grant writer to apply for available grants, compose essays to insert in grant applications and write the grant reports if grants are received.

Campus Beautification

This works great as a team since there are two campus clean ups each year and weekly Lost & Found organization.  The clean ups usually happen before school starts/during winter break and then again in the spring, or as needed.

For the campus clean ups:

  • Determine what needs to be accomplished.
  • Determine date(s).
  • Ask for volunteers.
  • Organize volunteers & delegate tasks.
  • Make sure volunteers have brooms, dustpans and any other tools needed for the clean up.
  • Coordinate with Garden Coordinator on the clean ups.

For Lost & Found:

  • Lost & Found racks are outside the cafeteria under the eaves.
  • Weekly, or as needed, hang Lost & Found items, empty out lost lunch bags and water bottles and place in bins.
  • After each flag salute, take Lost & Found items to a local donation center (Thrift Box or Good will, for ex.)

Games Closet

  • Make sure the games closet is well stocked and organized.
  • Solicit requests from students for games and sports equipment and check with Student Council and PTA for filling requests.
  • Organize volunteers to manage games closet during lunch M, T, W & F.

Garden Coordinator
The Garden Coordinator is the go to person for the garden space. Some of the duties include:

  • Train garden docents about how the garden is organized.
  • Make sure garden irrigation is working properly.
  • Maintain the compost pile.
  • Maintain kinder planters.

Garden Docents

  • Our goal is to have each student work/learn in the garden throughout the year.
  • Garden times can vary from regular classroom monthly visits to recess visits.
  • There are many lessons and garden links available on the WGE Garden Yahoo Group.

Library Coordinator

  • Work with librarian Sandy Dolen to find out her needs.
  • Help recruit volunteers to shelve books, re-alphabetize books, keep library clean and organized, and whatever else the librarian needs.

Opera Coordinator

  • Procure instructor (s)
  • Apply to Opera A la Carte and Opera a la carte grants
  • Remain in contact with OALC personnel to check status
  • Coordinate performance dates with OALC personnel and office staff
  • Coordinate rehearsal dates with instructor and office staff
  • Apply for piano tuning grant
  • Handle all OALC materials, copy libretto, music, CDs
  • Recruit opera participants (create posters, fliers, etc.)
  • Create database of participants and supply teacher with attendance sheet
  • Coordinate extra rehearsals
  • Order risers, extra supplies, etc.

Schmahl Science Coordinator

  • Negotiate contract with Schmahl Science.
  • Work with principal and Schmahl Science to figure out general scheduling requirements and location of science workshops on campus.
  • Work with each grade level to coordinate appropriate science workshops and detailed schedules.
  • Work as intermediary between teachers and Schmahl for any schedule changes.
  • Collect feedback from teachers and parents and relay to Schmahl.

Science Fair Coordinator

  • Order tri fold boards for science fair projects.
  • Update, get approved, translate, copy and distribute Science Fair fliers.
  • Distribute tri-fold boards.
  • Fill out Facilities use form to reserve cafeteria for the Science Family fun night.
  • Organize fun science projects for families to do during the Family Fun Night.
  • Set up the cafeteria with Science Fair projects organized by teacher.

Other Volunteer Positions

Hicklebees Author Organizer

  • Work with Hickelbees to see what authors are coming to town.
  • Check with office for cafeteria and grade level availability.
  • Coordinate with Hicklebees and/or Author’s representatives to schedule author appearances and book signings.
  • Create, get approved and translated, copy and distribute Author appearance and/or autographed book purchase flyers.

Holiday Elf Giving

  • Create, get approved and translated, copy and distribute Elf Giving flyers.
  • Collect Elf Giving donations turned into the office.
  • Collect donations and submit with Cash Verification sheets.
  • Track all donations on a Google spreadsheet and reconcile with Financial Secretary’s Quickbooks numbers.
  • Coordinate with office to find out how many families are in need and purchase gift cards to be distributed.

Kinder Tours

  • Coordinate with the office for Kinder Tours. Get dates, classrooms to visit, etc.
  • Find out which staff members will be present, and for which part of tours. Principal, Assistant Principal, TWBI coordinator.
  • Check with Daycare to coordinate a visit to their room.
  • Create flyers to go in Tiger folders, and compile folders for tours.
  • Have folders, a sign in sheet and staff business cards to hand out at tours.
  • Schedule tour guides and helpers.

New Family Welcoming

  • Provide a welcome packet with resources for families starting after the beginning of the year. (School calendar of events, staff list, school information/directory and map, uniform and supplies request form, PTA & volunteer sign-up information, as well as local resources if they are new to the area.)
  • Pair the new family with a current WGE family buddy and/or student buddy from their class to help them transition and feel welcome.
  • Welcome the student(s) over the intercom/or newsletter so that the other students are aware of making them feel welcome.
  • Give a mini-tour of the school and a who’s who presentation of the school staff.

PTA Membership Database

Collect all volunteer interest forms, and enter all information into Google Spreadsheet in a timely and organized fashion.

PTA Volunteer Database

Collect all volunteer interest forms, and enter all information into Google Spreadsheet in a timely and organized fashion.

Safety Coordinator

  • Encourage participation in the annual creation and/or review of the school’s Safety and Emergency/Disaster Preparedness Plans and share the plans with the membership and the community.
  • Offer to assist school in replenishing supplies in classroom Emergency Kits.
  • Establish an ongoing working relationship with the school district and safety agencies within the community (i.e., local branches of the National Safe Kids Coalition and the National Safe Routes to School Partnership, local law enforcement and government agencies).  Help coordinate and promote the fall Walk to School Day with WGNA.
  • Sponsor parent education safety awareness programs (could be simple messages/signs about bike helmets, avoiding jaywalking).
  • Become familiar with the school district’s and school site’s state-mandated disaster preparedness program. Is it up-to-date, adequate and enforced?
  • Keep informed about safety legislation in local, state and federal government and update PTA about important issues.

T-shirt Design Contest

  • Toward the end of the year, create, have approved and translated, a flyer notifying 5th graders of the T-shirt design contest.
  • Copy and distribute the flyers to the 5th graders.
  • Collect all design entries and post them in the library.
  • Notify all teachers of the dates designs will be posted for voting.
  • Collect and tally all votes.
  • Announce the winner at flag salute, and pass the winning design along to the person coordinating T-shirt printing/sales.

T-shirt Sales

  • Keep inventory on all merchandise: T-shirts, Sweatshirts, bumper stickers, reusable grocery totes, etc.
  • Order T-shirts at beginning of year for current Tiger design.
  • Keep WG wear in stock.
  • Organize sales of merchandise online, at Class List Posting, Kinder Welcome, Ice Cream Social, before and after school during the first week, and at any other event you choose.

Yearbook Coordinator(s)

  • Collect photos throughout the year.
  • Collect baby photos from 5th graders.
  • Upload photos to yearbook website (currently use betteryearbook.com).
  • Make yearbook design decisions.
  • Collect money for yearbooks and submit with Cash Verification sheets.
  • Track all yearbook sales on a Google spreadsheet and reconcile with Financial Secretary’s Quickbooks numbers.
  • Order and distribute yearbooks.