ABOUT OUR ORGANIZATION

PVA PTO Volunteer Descriptions

Membership Co-chair and Committee 

Timeframe: All Year, with the majority of the work being performed summer-October and in April for the following year. 

Timeline:

• May of current school year: work with President and Treasurer to determine membership levels; determine incentives; order incentives in July once new budget rolls over.
• July of current school year: have membership drive at summer social
• August (assuming no pandemic restrictions): have membership drive at Meet the Teacher

The membership co-chairs are responsible for:

• Planning and executing the membership incentives and drives. Part of this includes working with the President(s) to establish the membership tiers.
• Forming a committee to assist in carrying out the duties
• Maintaining the membership roster and database. This roster can be printed from the membership database, which is located in Wild Apricot software.
• Working in the membership database as necessary (or delegating someone responsible for the database and working with them).
• Determining any benefits associated with membership (e.g., additional communications, discounts, etc.
• Work with Treasure to ensure correct membership level is recorded in the membership database to account for duplicate payments and employer match contributions.

Apparel Chair

Timeframe: All Year Long, with the majority of the work beginning in April of previous school year until after back to school meet the teacher; some work Holiday Shop in November-December.

The apparel chair is responsible for:

• Determining what apparel and spirit items will be sold (April of previous school year).
• Coordinating the purchase, receipt, and pricing of the apparel and spirit items in preparation for events, including Back to School, Fall Family Festival, and Spring Fun Fest.
• Coordinating the logistics of the online store throughout the year with The Shirt Guru (usually leading up to major events so apparel can be picked up at those events) and the delivery of items to school/teacher’s mailboxes.

Bobcat Bolt Co-Chairs (Bolt and MS Glow Run) 

Timeframe: Preparation begins November and lasts until the Bobcat Bolt, which is held in February.

The Bobcat Bolt is best run with two co-chairs and an entire committee, with a possible co-chair for the Middle School Glow Run.  The chair/s are responsible for managing and staying within the event budget; coordinating with the fun run coordinators in each class.  These coordinators keep the class informed via email (content provided by the chair/s), promote class spirit for the race, data entry for donations, organizing snacks for the day of the run, and being available on Fun Run day.

The committee helps with:

• Coordinating collection of pledges
• Determining ways to promote class/school spirit for the race (e.g., class themes, flags, etc)
• Selecting marketing and distributing prizes
• Coordinate music for the event
• Managing the fun run website
• Managing the budget for the event

5th Grade Promotion

Timeframe: Planning for this event begins in late March.  The event is held at the end of May. 

The chair/s responsibilities include, but are not limited to:

• Determining the event’s activities
• Managing the budget and staying with in the allotted amount for the event
• Organizing event logistics including ticket collection, food service, activity coverage, etc.
• Coordinating budget and vendor paperwork with Board Oversight Contact
• Coordinating with Correspondence Secretary to market the event
• Coordinating with Volunteer Coordinator to get the necessary volunteers for the event

8th Grade Semi-Formal Chair; Celebration and Promotion Chair

Timeframe: Planning for the dance begins in October.  Planning for the Celebration and Promotion begins in March.  The date of the dance is TBD for Spring.  The date of the celebration and promotion is the last week of school. 

The chair/s responsibilities include, but are not limited to:

• Determining the event’s activities
• Managing the budget and staying with in the allotted amount for the event
• Organizing event logistics including ticket collection, food service, activity coverage, etc.
• Coordinating budget and vendor paperwork with Board Oversight Contact
• Coordinating with Correspondence Secretary to market the event
• Coordinating with Volunteer Coordinator to get the necessary volunteers for the event

Elementary Events Co-Chairs

Timeframe: Planning takes place throughout the school year. 

• Partner with VP Elementary to plan quarterly events geared towards elementary families such as Bingo Nights, Movie Nights, Ice Cream Social, Spring Festival, etc.
• Determine event activities.
• Manage budget and stay within allotted budget for the event.
• Work with the Volunteer Coordinator to ensure there are volunteers to staff the event.

Fundraising Chair 

Timeframe: Throughout the school year. 

• Research fundraisers and plan fundraisers throughout the school year to support the PTO in achieving the fundraising goal.
• Ensure proper notification is sent to communicate awareness of fundraisers to parents.
• Ensures distribution of all incentive driven fundraisers is executed in a timely manner.
• Provides initial, mid and final fundraising reports to board on all current fundraising efforts.
• Work directly with Treasurer to ensure annual fundraising goals are achieved.
• Work directly with other fundraising chairs (Partners in Education and Bolt) to ensure any additional assistance is met on an as needed basis.
• Work with Admin team to form joint teacher supply list and ensure all requested supplies are included in 1st Day School Supply Boxes (starts in March/April)