Rachelle M.   president@bethanypta.org

The President will manage the operations of the PTA Unit. The president serves as the presiding officer of the Local PTA and presides over executive board and general membership meetings. It is the president’s responsibility to be well prepared. The president distributes all materials to the appropriate officer or committee chair. The president directs the affairs of the association in cooperation with the other members of the board for a two year term. The term begins and ends at the close of the school year, as specified in the Local PTA bylaws. Participation and cooperation secured from officers, committee chairs and members will determine the success of the administration.

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Sahana S.   vp@bethanypta.org

The VP Aide will assist the President in meeting preparation and communications with the Board.

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*.   programsvp@bethanypta.org

The VP Programs role involves researching and booking programs/events. This job is done in coordination with the Bethany Elementary Administration and PTA President.

Additional Roles:

• Celebrations of the Arts Chair

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Tracy S.   membershipvp@bethanypta.org

The VP Membership will recruit members and maintain Membership data throughout the school year. This includes:

• Coordinate events such as back to school drive and staff recruitment drives
• Collect and submit Membership payments
• Pay Council and National Dues annually
• Report to Texas PTA regularly
• Apply for Texas PTA Membership Awards
• Recruit and Chair the Lifetime Member Committee
• Attend the Lifetime Member Banquet (usually in February)

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*.   waysvp@bethanypta.org

The VP Ways and Means will manage the fundraising/income for the PTA. This person is responsible for overseeing all aspects of fundraising or income producing aspects of the Bethany PTA including:

• Socials
• School Supplies
• Fundraising efforts

As there are individual Chairman for each of these areas, the Ways and Means VP will make sure these Chairs have their budgets & Plans of Work turned in at the beginning of the year and oversee those budgets throughout the year. This position will oversee all fundraising events throughout the year and assist where needed. Also, will attend all board and general meetings and give reports for any of the areas that are not available to attend.

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*.   volunteersvp@bethanypta.org

The VP Volunteers will recruit, schedule, and manage volunteers for the PTA. This person will work closely with Chairs and Coordinators to determine volunteer needs for all PTA events throughout the school year, and use Membership Toolkit to post signup forms and communicate with volunteers. The VP Volunteers will work with the Nominating Committee (typically February) to determine which Board positions will need to be filled for the following school year.

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Brandy D.   secretary@bethanypta.org

The Secretary will take minutes at each meeting and maintain a notebook containing the minutes and financial documents for the PTA Unit. Typically requires up to 3 hours per month for composing minutes and maintaining the Secretary notebook, in addition to meeting attendance.

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Tracy I.   treasurer@bethanypta.org

The Treasurer will manage the budget and financial documents for the PTA Unit. Must work closely with the President on these tasks and must attend all Board and General PTA meetings.

• Study all references to duties and finances in the PTA bylaws and standing rules.
• Keep an accurate and detailed account of all monies received and disbursed.
• Keep on permanent file the PTA Employer Identification Number (EIN) assigned by the IRS, and the salestax permit assigned by the Texas Comptroller’s office, if one has been acquired.
• Present a financial report at membership meetings and executive board meetings. The beginning balance of the treasurer’s report must coincide with the ending balance from the previous meeting. If the PTA has more than one bank account, a separate financial report is prepared and presented for each account at both the executive board and membership meetings.
• Make timely deposits to a financial institution approved by the executive board of the association, and in a bank account in the name of the PTA.
• Reconcile monthly bank statements as soon as received from the assigned reviewer.
• Make disbursements in accordance with the budget adopted by the association membership. Bills should not be paid in cash. Checks cannot be written unless sufficient funds remain in the budget category to cover the expenditure. If not, a budget amendment must be approved by the membership prior to issuing the check.
• Ensure that members’ names and the Texas and National PTA portions of the dues are sent to the Texas PTA State Office monthly.
• Maintain a list of assets (i.e., popcorn or snow cone machine, cash register, computer) owned by the PTA.
• Submit to the Financial Reconciliation Committee all required materials in a timely manner.
• Complete and file the appropriate 990 form on or before four and one-half months after the fiscal year ends. If authorized in the budget, a professional may be retained to prepare the 990 for the association.
• Upon leaving office, provide a detailed report of all fundraisers conducted in the current sales tax reporting period (annual or quarterly).

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Sarah B.   communications@bethanypta.org

The Communications Coordinator will:

• Maintain and update Website (as needed and as people send new info/pics)
• Maintain and update online calendars
• Draft and send weekly eNews every Thursday 10:00 a.m.
• Update and maintain PTA Facebook page (send reminders, updates, and info).
• Assist with online form creation and editing as needed. (Volunteers VP and others can assist with this.)
• Attend Board and General Meetings

Important information: 

• This person needs to be able and willing to communicate with Bethany office staff, PTA President, key people at feeder schools.
• This job can be done from home on your own time schedule provided the consistency of communication is maintained.
• This person needs to have Membership Toolkit knowledge or be willing to spend the time learning. (Personal training is available.)
• The busiest time for the year will be over the summer as the website is updated for the following year, new forms are prepared, advertising is needed for back to school events, etc.
• Must work closely with the President on these tasks and must attend Board and General PTA meetings.

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Lauren C.   delegate@bethanypta.org

The Council Delegate will attend Plano Council PTA meetings as the Bethany Representative and report pertinent information back to our local unit.

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Dinesh V.   parliamentarian@bethanypta.org

The Parliamentarian will assist the PTA President with the proper execution of Roberts’ Rules of Order during PTA Meetings, assist the President with following our PTA bylaws and standing rules, answer questions about procedure if someone is unsure, but do not offer thoughts or opinions. Also responsible for bylaw and standing rule review and revision if needed. Must work closely with the President and must attend Board and General PTA meetings.

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Joyce L.   diversity@bethanypta.org

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Claudia S. *OPEN   hospitality@bethanypta.org

Hospitality Chair is responsible for planning and setting up a monthly breakfast or lunch for the teachers and staff OR hopefully recruiting board members to plan/execute one each month. The dates of each event should be coordinated with the teachers monthly potluck schedule, and a signup sheet is needed each month to request donations from parents. A warm dish is provided with the Hospitality budget.

The Hospitality Chair works together with its committee to ensure their events are planned and executed. Hospitality Chair is the point of contact between Bethany (office) Staff for scheduling and relaying this information to its committee.

Hospitality Events:

• Teacher & Staff Breakfast/Lunch (Monthly)
• Birthday Treats (Monthly)
• Snack Cart (Monthly)
• Field Day (November)
• Pie Day (November)
• Holiday Wrap Party/Gift Cards (December)
• Teacher Appreciation Week (April)
• End of Year Events (May)

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Patty P.   yearbook@bethanypta.org

The Yearbook Chairperson will coordinate all activities relating to the design, photos, production, sales (online and on campus), budget, and distribution of the Bethany yearbook. 

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