Volunteer

*Position NEEDED for RHD PTA to exist*

Time commitment:  ~10-15 hours/month on average (less if there is an Executive VP and other positions are filled)

• Oversees and coordinates the work of the executive boards and activities of the PTA

• Prepares agendas for and presides at PTA board and general meetings

• With the other board members, determines which events and fundraisers to do for the year

• Serves as the official contact, communicator, and representative of the PTA

• Designated as an authorized signer for PTA checks, contracts, and authorizations for payment

• Fill in as needed on minor official PTA responsibilities (example: parliamentarian, historian, and events related tasks; each of those are additional board member positions if there are enough parents volunteering)

• Connect regularly with the communications board member to share news with RD staff and parents

• Attend events and help organize them as much as possible

• Attend Monterey Bay Council Meetings 2-4 times per year

• *IF* the position seems to be too much and you have a favorite person to work with, as your friend to work with you as Executive VP (which is like having a co-president)

Time commitment:  ~5-10 hours/month on average

• Works with the president to oversee and coordinate the work of the executive boards and activities of the PTA

• With the other board members, determines which events and fundraisers to do for the year

• Designated as an authorized signer for PTA checks, contracts, and authorizations for payment

• Fill in as needed on minor official PTA responsibilities (example: parliamentarian, historian, and membership related tasks; each of those are additional board member positions if there are enough parents volunteering)

• Connect regularly with the communications board member to share news with RD staff and parents

• Attend events and help organize them as much as possible

• Attend Monterey Bay Council Meetings 2-4 times per year

Time commitment:  <2-3 hours per month

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Assists the president to manage meetings and advises on parliamentary procedure

• Chairs Bylaws Committee to review unit Bylaws each year and revise Bylaws every three years

• Arranges nominating committee's first meeting, providing information on nomination and election process each winter/spring

Time commitment:  10-15 hours per year 

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Captures, assembles, and preserves record of activities and achievements of RHD PTA

• Collects volunteer hours for PTA meetings and events and submits that information to council/district PTA

*Position NEEDED for RHD PTA to exist*

Time commitment:  ~5-15 hours/month on average, more IF you want to volunteer 

• Attend monthly executive board meetings and present monthly treasurer report (currently online <1 hour per month)

  • MyPTEZ & Totem populate reports quickly

• Attend general meetings at designated intervals and present updates (TBD by board usually <1 hour per month)

• Maintains and preserves PTA records and important documents to pass on at the end of the term

• Attend events to have fun and out as it works for your schedule (specifically events with financial transactions - varies)

• Pick up statements and teacher warrant submissions from school at an interval that works for you (~5-10 minutes each trip)

• Write & sign checks using gel pen and coordinate with president (or executive VP) as second signer every 2-4 weeks as needed (~30 minutes)

• Deposit checks from fundraisers and cash & checks from events (~5 minutes - ~1-2 hours if cash is involved)

• Manage budget, bank statements (which you cannot open), MyPTEZ, Totem, Schoolze, PayPal, Square account & devices (1-2 hours per month)

• Submit/Pay forms, fees, and insurance (Oct/Nov ~3-4 hours)

  • IF everyone uses Totem to join PTA, then this is accurate. IF not everyone uses Totem to join PTA, then at least an hour. 

• Send in Forms & Fees (Dec <1 hour)

• Work with auditor/financial reviewer for financial review (Jul ~2 hours)

• Hold elections for offices (Mar <1 hour)

• Work on budget with Budget Committee (Apr ~1-2 hours)

• Pass budget for next year (May <1 hour)

• Fill in as needed on minor official PTA responsibilities (example: website and membership related tasks; each of those are additional board member positions if there are enough parents volunteering)

• *IF* the position seems to be too much and you have a favorite person to work with, as your friend to work with you as Financial Secretary (which is like having a co-treasurer)

Time commitment:  ~1-5 hours/month on average, more IF you want to volunteer 

• Attend monthly executive board meetings and present monthly treasurer report (currently online <1 hour per month)

  • MyPTEZ & Totem populate reports quickly

• Attend general meetings at designated intervals and present updates (TBD by board usually <1 hour per month)

• Open bank statements and initial totals once per month

• Perform Bank Reconciliations once per month using MyPTEZ (<1 hour per month)

• Attend events to have fun and out as it works for your schedule (specifically events with financial transactions - varies)

• Work with auditor/financial reviewer for financial review (Jul <1 hour)

• Work on budget with Budget Committee (Apr ~1-2 hours)

Time commitment:  ~5 hours/month in July/August, more IF you want to volunteer 

• Perform financial review (formerly audit) in July/Aug

• Open bank statements and initial totals during financial reviews if we do not have a financial secretary

• PTA Information: https://toolkit.capta.org/?s=financial+review 

• Financial Review Checklist: http://downloads.capta.org/toolkit/forms/FinancialReviewChecklist.pdf

• Financial Review Report: http://downloads.capta.org/toolkit/forms/FinancialReviewForm.pdf

• Review(s) will need to be either an individual licensed bookkeeper or accountant or a committee of unlicensed individuals (committee can be only two people)

*Position NEEDED for RHD PTA to exist*

Time commitment:  ~2-5 hours/month on average 

• Takes minutes at board and general meetings

• Handles PTA correspondence as directed by the president

• Maintains and preserves PTA records and important documents to pass on at the end of the term

• Attend events and help run them as much as possible

Time commitment:  TBD by volunteer

• Communicate with executive board and PTA volunteers (currently via Slack) to keep website up to date (1-2 hour per month)

• Attend general meetings as needed and present updates (<1 hour per month)

• Possibly volunteer to have website domain ownership transferred to you and work with treasurer and president

• Maintain website and Google Workspace

Time commitment:  ~5-10 hours/month on average

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings as needed and present updates (TBD by board <1 hour per month)

• With the other board members, determines which events and fundraisers to do for the year

• Connect regularly with the communications board member to share news with RD staff and parents

• Organize multiple fundraising programs/events throughout the year. 

  • Square 1 Art

  • Bike Rodeo

  • Charleston Wrap

  • Big Sur Marathon

  • Spring Fundraiser / Possibly an auction IF you have time

• Attend other events to have fun and help out as it works for your schedule (TBD by you)

Time commitment:  <5 hours/month on average (more leading up to the auction)

• Attend executive board meetings as needed to present updates (currently online <1 hour per month)

• Attend general meetings as needed and present updates (TBD by board <1 hour per month)

• With the other committee members, determines which event should host the silent auction and which items to pursue

• Attend other events to have fun and help out as it works for your schedule (TBD by you)

Time commitment:  ~1-2 hours per month as needed (if you choose to book dine outs in advance this may mean more hours over the summer to get ahead)

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Arrange monthly dine-out fundraisers with local restaurants

  • We have an informal ongoing understanding with many businesses, which makes this job straightforward

• Schedule at least 2-3 months in advance, preferably schedule either in 2 1/2 year increments or for the full school year

• Prepare flyers for each dine out, including calendar style with multiple months at a time (we have flyers that can be modified for repeat use and some companies have a template, which makes it easier)

• Provide flyers to PGUSD district office for approval in advance of distribution

• When requested, you may also need to approve the flyer with restaurant owners

• Check in with the restaurant at the beginning of their scheduled month, reminding them of the upcoming fundraiser

• Collect the donation checks and submit them to the treasurer or facilitate a check mailing process as needed

• May also be required to book food trucks for PTA events. We have a good relationship with a few companies, which makes this relatively easeful provided there is enough lead time

• Attend PTA events to ensure volunteers understand where they are needed and to fill any positions as necessary

Time commitment:  variable time commitment based on events scheduled

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Maintain social media, including Instagram & Facebook

• Publish PTA Corner via Smore Newsletters 1-2 times each month

• Promote PTA Membership, Events, & Programs via social media and newsletters

  • Include promoting dine outs, fundraisers, events, and meetings

• Work with president and other board members to ensure accurate communication

• Prepare flyers as needed for events and occassionally print and distribute them (other board members can handle this task too)

• Attend PTA events to have fun and help as desired

• Maintain the info@robertdownpta.org email

Time commitment:  ~5-10 hours in the fall, 5-10 hours in the spring, & more IF desired

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Use Totem to see your success as membership coordinator (Totem does most of the work for you)

• Advise board on whether to increase or maintain cost of membership or possibly institute tiered memberships to maximize donation income with lower fees (requires amending bylaws)

• Attend Welcome for Kinders & 1st Graders at beginning of year (Aug ~3 hours)

• Attend Welcome Back to School Event (Aug ~3 hours)

• Organize a fall membership drive and make flyer for electronic & printed distribution (TBD)

  • Encourage friendly competition between grades or classes for membership drives (Aug/Sep/Oct & Feb*)

• Organize a winter membership drive and make flyer for electronic & printed distribution (TBD & optional)

• Attend Kindergarten Open House in spring (currently online in Mar ~1 hour)

• Attend Spring Open House (Apr ~3 hours)

• Attend other events to have fun, help out, and promote membership as it works for your schedule (TBD by you)

Time commitment:  TBD, varies

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Work with Field of Dreams (or another vender) to determine how to give RHD families access to desired spirit wear while helping to raise funds for RHD PTA

• Determine how much inventory to keep on hand (S & M t-shirts and M sweatshirts sell quickly)

• Help sell inventory in person at events (and hopefully via our website/Totem store)

• Attend PTA events to have fun and help out as desired

Time commitment:  variable time commitment based on events scheduled

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Plan, organize, & host PTA social activities committees of parent volunteers. Potential ideas dependent on interest & capacity: 

  • 5th Grade Camp Out at RHD

  • Art & STEM Night

  • Bike Rodeo

  • Bingo or Board Game Night

  • Diversity Event

  • Halloween Party

  • Movie Nights

  • Spring Open House Event

  • Hospitality Events IF there is no Hospitality Chair

    • Teacher Appreciation (food, volunteers to cover recess duty???)

    • Veterans Day Assembly Coffee & Cookies

    • Volunteer Appreciation 

    • Welcome Back to School Event

    • Welcome Back to School for Staff

  • Other fun parties???

• Work with the treasurer to stay within budget

• Work with dine-out coordinator for any food truck or pizza orders

• Work with volunteer coordinator to find and coordinate volunteers

Time commitment:  variable time commitment based on events scheduled

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Maintain the PTA Sign Up Genius account

• Create volunteer sign ups through Sign Up Genius for all PTA functions as well as additional events as needed (Butterfly Bazaar, Mix & Mingle, RHD specific events...)

• Communicate leading up to events with volunteers on timing and locations of events

• Attend PTA events to ensure volunteers understand where they are needed and to fill any positions as necessary

• Work with volunteer coordinator to find and coordinate volunteers using both the Sign Up Genius account and the events@robertdownpta.org email

Time commitment:  ~20 hours in the fall and ~20 hours in the spring

• Attend monthly executive board meetings and present current fundraising efforts (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• The Book Fair has historically been held in the fall and we are choosing to support a different format that will be easier to accomplish for our volunteers

  • Please look at https://lovemylibrary.com/ for more information

• The Book Week/Read-a-thon can involve a variety of low-effort activities. The biggest piece is a book swap, for which we get book donations from families and other sources, and we allow the kids to "shop" and take a book home for free. 

  • See https://www.read-a-thon.com/ for more information

• Create volunteer sign ups through Sign Up Genius for all PTA functions as well as additional events as needed (Butterfly Bazaar, Mix & Mingle, RHD specific events...)

• Attend other PTA events to have fun and help out as desired

Time commitment:  ~5-10 hours in the fall/winter and ~5-10 hours in the spring

• Attend monthly executive board meetings and propose hospitality events (currently online <1 hour per month)

• Attend general meetings at designated intervals and present updates (TBD by board <1 hour per month)

• Coordinate volunteers and donations to welcome teachers back to school in August

• Coordinate volunteers and donations to treat teachers during Parent/Teacher Conference week in October/November (optional)

• Coordinate volunteers and donations for Veterans Day Assembly in November 

• Coordinate volunteers and donations for teacher appreciation in December

• Coordinate volunteer appreciation event in the spring (work with all PGUSD PTAs)

• Coordinate volunteers and donations to treat teachers during Parent/Teacher Conference week in March/April (optional)

• Coordinate volunteers and donations for Teacher Appreciation Week in April

• Attend other PTA events to have fun and help out as desired

Time commitment:  TBD by type of event

• Trunk or Treat reduces the number of volunteer needed (people can share trunks when signing up)

  • You will want to 10-20 trunks signed up

  • Each trunk provides their own decorations and candy

  • Each trunk should be encouraged to have some sort of game rather than just pass out candy

• A traditional party without Trunk or Treat requires the coordination of 10-20 games and 20-40 volunteer hours broken down into 30 minute slots

• A food truck will need to be coordinated

• A movie will need to be coordinated and the movie will need to be set up around 5 p.m. for a 7-8 p.m. start time

• Volunteers are needed to serve popcorn (2 people per hour), hot and cold beverages (2 people per hour), spirt wear (1-2 people per hour), and someone to coordinate the money (1 person per hour) 

• Please contact info@robertdownpta.org if you are interested. 

Time commitment:  TBD by representatives/liaisons from each of the four PGUSD schools for about 2-3 months chosen by representatives/liaisons

• Attend the general meetings prior to and after event to encourage participation and update (TBD by board <1 hour per month)

• Co-plan, co-organize, & co-host PGUSD PTAs' Mix & Mingle event with other PTA representatives/liaisons: 

  • Set up location

  • Set theme

  • Solicit donations from community

  • Solicit donations from Robert Down Elementary School

  • Set up ticket sales

  • Encourage attendance

  • Coordinate volunteers

• Work with the PG High School treasurer to stay within budget

Time commitment:  TBD by representatives/liaisons from each of the four PGUSD schools during months of August thru October

• Attend the general meetings prior to and after event to encourage participation and update (TBD by board <1 hour per month)

• Co-plan, co-organize, & co-host PGUSD PTAs' Butterfly Bazaar event with other PTA representatives/liaisons: 

  • Solicit donations from community

  • Solicit donations from Robert Down Elementary School

  • Set up ticket sales

  • Encourage attendance

  • Coordinate volunteers

• Work with the Butterfly Bazaar/PGMS(?) treasurer to stay within budget

Time commitment:  TBD by type of book fair, but we've learned that it requires the equivalent of three full time jobs for a full week

• The Book Fair has historically been held in the fall and we are choosing to support a different format that will be easier to accomplish for our volunteers

  • Please look at https://lovemylibrary.com/ for more information

  • Literati is another option that was easier to manage than Scholastic

• Literati required approximately 5-6 volunteer hours for set-up (Scholastic required more), 50-100 volunteer hours to maintain the book store, and 5-6 volunteer hours to pack up (Scholastic required more). More volunteers mean that we have fewer hours per person. Fewer volunteers means that the event is a full time job for 2-3 people for a full week. 

• The information on Love My Library indicates that it should require fewer hours. 

• Please contact info@robertdownpta.org if you are interested.