Volunteer
PTA is made up of volunteer parents and teachers, all contributing time and effort into this cause. Here are several ways you can help:
Join PTA! The number one reason to join RHD PTA is to benefit your child. Research shows that children perform better when parents are engaged at school and at home. Joining the PTA signals to children that adults value education. Be a role model and becomes a RHD PTA Member today.
Volunteer to help with or run a PTA event! RHD PTA organizes many events and fundraisers throughout the school year to support the classrooms. We are always on the lookout for parent volunteers to join us in organizing and running these events. Please email events@robertdownpta.org if you are interesting in volunteering. You can also look for Sign Up Geniuses for events.
Donate to RHD PTA! Robert H Down PTA delivers a better education and learning environment for the students. Having adequate funding is an essential part of being a successful PTA. Robert Down PTA enhances the quality of education by raising funds for school supplies or programs that fall outside the school budget. You can donate by dropping off cash or check in an envelope labeled for RHD PTA at the front office in Robert H Down Elementary, use Totem (the membership platform), use PayPal (Robert H Down PTA), through a fundraising drive via GiveButter, or at one of our events (cash, check, credit, Google Pay, and Apple Pay accepted).
Get a meal with one of our dine to donates with our supporting restaurants.
Purchase spirit wear at one of our events. You can also purchase spirit wear directly from Field of Dreams Design.
Join the RHD PTA Board (open positions for the 2024-2025 SY are in red):
President (2 consecutive year term limit)* *Position NEEDED for RHD PTA to exist*
*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)
Executive Vice 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
Parliamentarian
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
Historian
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
Treasurer* (2 consecutive year term limit) *Position NEEDED for RHD PTA to exist*
*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)
Financial Secretary
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)
Financial Reviewer* (formerly Auditor) *Position NEEDED for RHD PTA to be compliance*
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)
Secretary (2 consecutive year term limit)* *Position NEEDED for RHD PTA to exist*
*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
Website/Technology Coordinator
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
VP of Fundraising
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)
Silent Auction Committee
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)
Dine Out / Food Truck Coordinator
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
Communications, Marketing, & Social Media
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
VP of Membership
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)
Spirit Wear Coordinator
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
VP of Programs & Events
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
Volunteer Coordinator
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
Literacy Chair
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
Hospitality Chair
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
Halloween Party Committee / Volunteers
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.
Mix & Mingle Coordinator Representative/Liaison for RHD PTA
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
Butterfly Bazaar Coordinator Representative/Liaison for RHD PTA
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
PTA Reflections Coordinator
Time commitment: TBD, varies (fall event)
Attend general meetings as needed and present updates (TBD by board <1 hour per month)
Encourage students to explore the arts (film, dance, music composition, literature, visual arts, photography) and participate in PTA Reflections
This year's them is: "Accepting Imperfection"
If you are interested, please look at the following website: https://www.pta.org/home/programs/reflections
Bookfair Committee / Volunteers
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.
485 Pine Avenue, Pacific Grove, CA 93950
General Email: info@robertdownpta.org