Hello Whetstone parents!
Our Parent Teacher Association is in need of additional leaders. Below is a list of the officer roles and committee chairs and their responsibilities. Please take a look and sign up at the bottom of the form if you are interested in being nominated for any role. Elections will be held in April. Many of our current officers are planning to stay, but anyone is encouraged to run if interested.
Key Officer Roles and Responsibilities:
President Duties (Current President - Aly Hartung)
Set schedule of meetings over the summer. Changing if a school holiday falls on a third Wednesday
Lead Budget Development process over the summer.
Sign checks and make sure every expense has documentation
Coordinate with Treasurer on getting those expenses in the right categories
Lead each PTA meeting. Try to keep meetings to an hour.
Oversee PTA board and Committees
Announce Ohio PTA scholarship recipients in May (John & Aly)
Give short speech at new families orientation (August) and Brave the Future event (Jan/Feb) (John & Aly)
Coordinate meeting and fundraising events with Athletic Boosters & WAPA leaders to avoid date conflicts for major events
Vice President Duties (Current Vice President - John Seryak)
Set & publish the agendas for each meeting (including links to minutes & financial statements from Treasurer); chair the meetings.
copy last month’s agenda and update with new grant requests and any new topics.
Link financial statements (Treasurer produces).
previous minutes (from Secretary) (save all these docs on the Google drive in the “Public” folder) from the agenda … make sure everything is shared publicly.
Administer grants program
Ensure legal compliance: annual filing with Ohio Attorney General and IRS form 990N (both are very pro-forma b/c we're small).
Fill in for President if absent.
Communications Chair Duties (Current Chair - Erin Bauer)
Maintain and moderate Facebook family group (private) and public WHS PTA page.
Approve new members for family group and watch out for spammers. Approve or decline their posts at your discretion.
Publish email newsletters via MemberHub/Givebacks when appropriate; get key information to Damian (Family Ambassador) for Whetstone Weekly. * no current stand alone PTA newsletter due to FA weekly newsletter
Maintain web site and online PTA calendar of events
Monitor Gmail inbox whetstonepta@gmail.com - delete, route or respond accordingly.
Share PTA meeting notes once they become available (ideally, within the week of the PTA meeting).
PTA Membership Chair Duties (Open position)
Recruit members, submit half their dues to Ohio PTA via memberhub. August and September are the strongest months for these campaigns.
Make sure Parent -Teacher Conference meal support happens for 2 fall & 2 winter teacher conference dates. (We usually do Jersey Mike's one day, and parent-organized potluck the other) as well as one Teacher Appreciation lunch (during national teacher appreciation week - catered from local business).
Secretary Duties (Current Secretary - Leisel Seryak)
Take notes during monthly meetings and share them with the PTA officers shortly thereafter for corrections, omissions, etc.
Seek input and approval of meeting notes from previous month at each PTA monthly meeting
Serve as additional PTA officer to support the other roles as needed (e.g., coordinating volunteer opportunities, editing documents, creating/editing flyers or Google forms for PTA sign-ups, selling spirit wear, staffing tables at school events)
Treasurer Duties (Current Treasurer - Mike Debelius)
Ensure previous year’s records audited before taking over July 1
File previous year with IRS before deadline
File previous year with Attorney General before deadline
File previous year with Ohio PTA before deadline (usually mid-November)
Set up budget report with current board for school year between July 1st and mid-August
Set up YTD and Monthly Bank Activity Reports for current school year
Track check register
File Meeting items Agenda, Treasurer Report, minutes, and handouts for each month; if no activity, note no activity
Ensure compliance with insurance documentation (president)
Backup files to flashdrive
Deposit all funds from spiritwear sales within 48 hours of receipt. (president can also help with this)
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Committee Chair Roles and Responsibilities:
Fundraising Chair Duties (Open position)
Run the Homecoming Silent auction - solicit items from local businesses starting in July, put on auction site, distribute items to winners, thank and recognize the donors. Goal is $4,000+. Can use copier and Whetstone envelopes for outreach.
Send donors tax letters including approx. value and EIN # for tax purposes as requested. *We cannot assign value but can share the amount raised from their donation.
Promote Kroger Rewards program goal is $700 quarterly
Run & publicize restaurant fundraisers Ideally 4-6 a year including Gatto's, Cornerstone Deli, Jeni’s Ice Cream, Chipotle, Bibibop, Raising Cane’s. Initiate new fundraisers with local business ie Smith’s Deli, Food Street, Fox in the Snow. Goal is about $1500 total. Note, Cane's, Bibibop, and Chipotle can be run every 6 months so plan for these at beginning and end of school year.
Coordinate end of year event to celebrate teachers. Past few years, Combustion has coordinated with PTA to open early. Community buys "beer tickets" for teachers and staff.
Coordinate end of year event/fundraiser with Global Gallery and local band? *Dad Band did this for many years but has decided to give their funds to the CRC going forward.
Homecoming Parade Chair (Gena Shelton)
Lots of coordinating here with WHS Marching Band, Athletic Director, Ms. Ottey, Ms. Rodriguez, Mr. McElroy, area schools, coordinating sports cars from community members to coincide with number of honorees, coordinating with PTA regarding sponsor banner, recruiting 2-3 students to hold the banner at the front of the parade. Stay within allocated budget.
Homecoming Dance Chair (Joanna Newman and Ann Marie Lynch)
Coordinate dance needs and volunteers with school staff & Senior Council (Ms. Ottey). Help with decor, clean up, etc. Stay within budget. LOTS of HC decor in PTA closet.
Homecoming Festival Chair (Festival is after parade and before football game) (Open Position)
Coordinate games, bake sale, face painting, table placement (food, drinks, auction, bake sale, spirit wear), popcorn or snack distro.
Nominating Committee Chair for PTA Board (Laurie Beth Sweeney)
Typically voted in between October and January due to bylaws schedule for nominating and voting on following year’s slate. Minimum 3 members, must be odd #. All must be paid PTA members for current school year.
Spirit wear Committee Chair (Open position)
Set up & maintain spirit wear store in GiveBacks; keep items in stock.
Check GiveBacks or WHS email 2x weekly to check for and fulfill online orders.
Sell at all home Football games & other WHS events, or find someone to do so. Ideally, also 2 B&G basketballs games, 2 B&G wrestling matches, 2-3 spring track meets.
Store spiritwear at home.
Place orders with Conceptwear as needed. Run orders by PTA board.
Hold onto Square and keep charged as needed.
Get cash to Treasurer for deposit.
Academic Committee (John and Liesel Seryak)
New committee this school year. Working to learn more about the various academic clubs within the school and find ways to communicate the school's academic successes with the community.
