SVES PTA Executive Board

SVES PTA holds elections for Executive Board seats each April. The board organizes all PTA efforts and works to involve general PTA members: parents, staff, community members, and anyone else who joins the PTA. The SVES PTA board generally meets about once a month, mostly online via Google Meets around 8 pm. General PTA membership meetings are held about four times per year, mostly in person during the evening hours.

Below you can find descriptions of each board position's major responsibilities. They can sound a little intimidating in writing, but since the beginning of SVES PTA these positions have been held by typical parents, many of whom work full time. For all positions, key skills for success include organization, communication, and outreach/marketing.

President: Leads PTA efforts and coordinates with SVES staff, including the school principal. Approximate time commitment: usually 2-5 hours per week; up to 10 hours per week as needed. Key responsibilities:

• Communicate regularly with the PTA Executive Board and with SVES, especially with Mr. Nunn and the front office staff.

• Organize and lead monthly PTA Executive Board meetings (usually virtual) and about 4 general PTA membership meetings per year (usually in person in the evening).

• Help guide the board in carrying out events and PTA responsibilities; delegate tasks and ensure that all other members of the board are completing their assigned tasks.

• Help support the rest of the board in carrying out PTA events.

1st VP of Membership: Assists the President and manages membership rolls. Works to help parents, staff, and the community understand what the PTA does and promote PTA membership as an important way to support the efforts of the PTA each year. Approximate time commitment: 2-4 hours per week. Key responsibilities:

• Maintain member rolls and add new members who join via check/cash (those who join online are automatically added to member rolls).

• Brainstorm and lead membership initiatives.

• Help support the rest of the board in carrying out PTA events.

2nd VP of Programs/Events: Plans, organizes, and executes major school community events such as the End of Year Bash, Trunk or Treat, and Spring Jam; identifies and communicates with vendors and volunteers, and coordinates all event activities. Approximate time commitment: up to 10 hours per week during the week of an event; otherwise, 2-4 hours per month. Most events organized by the VP of Programs/Events take place on weekdays in the evening hours from approximately 5:30 - 7 pm. Key responsibilities:

• Brainstorm and lead the organization of PTA events.

• Recruit food, activity, and other vendors for PTA events, as well as volunteers.

• Be present at PTA events to coordinate event activities.

• Serve as Chair of the Events Committee.

3rd VP of Fundraising: Organizes fundraising efforts to support the PTA in achieving its goals for the year. Fundraisers may include Spirit Nights at local restaurants, selling concessions or other items at events, and standalone fundraisers (such as raffles, fun runs, silent auctions, etc.) The VP of Fundraising also actively seeks donations, grants, and sponsorships from local businesses. Approximate time commitment: up to 10 hours per week during the week of a major fundraiser; otherwise, 3-5 hours per month. Key responsibilities:

• Brainstorm and lead the organization of major PTA fundraisers (usually 1-2 per year).

• Contact local businesses to request sponsorships and monetary/gift card donations; apply for grants as appropriate.

• Serve as Chair of the Fundraising Committee.

• Help support the rest of the board in carrying out PTA events.

4th VP of Hospitality: Coordinates events that focus on connecting the community with the school, such as Granola with Grandparents and the Veteran's Day Breakfast. This person also leads staff appreciation efforts, including Teacher Appreciation Week in May. Approximate time commitment: up to 10 hours per week during the week of a major hospitality event; otherwise, 2-4 hours per month. Most hospitality events take place before school from about 7:15 - 8:00 am. Key responsibilities:

• Plan and lead the organization of hospitality-oriented events, teacher appreciation initiatives, and student and staff giveback initiatives.

• Contact local businesses to request in-kind donations or other support for hospitality and appreciation events.

• Coordinate shopping for food and other items needed--Costco or Sam's Club membership is helpful but not required.

• Be present at hospitality events to coordinate event activities.

• Serve as Chair of the Hospitality and Giving Committee.

• Help support the rest of the board in carrying out PTA events.

Secretary: Records Executive Board and general membership meeting minutes and manages official PTA correspondence. Approximate time commitment: 2-4 hours per month. Key responsibilities:

• Attend Executive Board and general membership meetings and take detailed notes of the discussion.

• Ensure that meeting minutes are reviewed and approved by the Approval Committee or board/general members at the next meeting.

• Help support the rest of the board in carrying out PTA events.

Treasurer: Handles PTA finances, transactions, and financial records. Maintains the annual PTA budget, writes and deposits checks as needed, and files the appropriate tax forms regularly (quarterly for one and annually for another). Approximate time commitment: 1-2 hours per week. Key responsibilities:

• Monitor PTA transactions and maintain an accurate budget throughout the year; prepare budget amendments 1-2 times per year as needed.

• File tax forms in a timely manner.

• Receive and categorize receipts from PTA transactions made by other board members.

• Help support the rest of the board in carrying out PTA events.

Parliamentarian: Serves as the board's expert on the PTA bylaws and standing rules; advises the board on procedures and PTA guidelines. In the spring, helps organize the Nominating Committee that will review potential new board members for the next year. Approximate time commitment: 1-3 hours per month. Key responsibilities:

• Serve as advisor to the President on matters of board procedure and governance.

• Attend Executive Board and general membership meetings and ensure that meetings are conducted in accordance with SVES PTA's bylaws and the current edition of Robert's Rules of Order.

• In January - April, help recruit, elect, and organize the Nominating Committee.

• Every 3 years or less as needed, chair the Bylaws Committee and coordinate submission of bylaws updates to Texas PTA for approval.

• Help support the rest of the board in carrying out PTA events.