AnnouncementsPTA BusinessPTA ProgramsThings to do

Volunteer Positions Interest Questionnaire

 
PTA Board Elections for the 2021-22 school year are Coming Soon!! 
Do you care about the future of our school?  Want to meet monthly with our principal?  Guide the big-picture of a large budget that can significantly improve opportunities for our students?
 
It’s super easy…
1. Read the FAQ and Job Description below
2. Fill out the online form with your preferences and experience by January 25th – https://docs.google.com/forms/d/e/1FAIpQLSenFzkUqExHvEV7IgcZrPiAHe9E5PqIuaYSniR_8t7YHcC5Qg/viewform?usp=sf_link
3. by February 4th, the Nominating Committee will discuss all applications and post their list of recommendations.
4. At the March 4th Election meeting, those recommended will be nominated first, then any additional nominations can be made by paid PTA members.  then voting will take place and results announced.
 
Frequently Asked Questions
 
Q: What is the PTA Board?
A: Our Board Officers handle the required tasks of running regular meetings with transparency and group decision making via parliamentary procedures, maintaining and auditing our financial accounts, and record keeping which keeps our 501c3 in good standing.  Do you have experience with finances, budgets, and audits?     Are you familiar with meetings that use parliamentary procedures?  Would you like a more structured position that can be done in the evening and mostly from home/email?   Our Elected Board handles these big-picture tasks so that our Project Chairs may focus on their projects.   
 
Q:What is the difference between the PTA Board and the Project Chairs?
A:  Project Chairs run the creative teams that directly benefit our school and students.    Do you have exciting ideas on new things our school can try?  Do you have experience running Events?  scheduling assemblies and field trips? running a successful fundraiser?   Designing flyers, yearbooks, websites or social media?   You might want to think about a project chair position.  However, our Project Chairs cannot operate fundraisers, events, and activities without a Board to keep our 501c3 nonprofit operating in good standing.  Both types of positions are equally important to a thriving PTA.   
 
Q: Can I co-chair or hold two Board positions?  Can a Board Member also be a Project Chair?
A: No, You can only hold One Board Position and Board positions cannot be Co-chaired.    Yes, A Board member may additionally hold multiple Project Chair or Co-project chair positions if they wish.
 
Q: How many Board members and What do they do?
A: 8 elected positions, and 1 appointed parliamentarian.   Our Board Officers handle the required tasks of running regular meetings with transparency and group decision making via parliamentary procedures, maintaining and auditing our financial accounts, and record keeping which keeps our 501c3 in good standing.  Board members are not expected to run activities, events, or fundraisers, but may additionally be project chairs if they wish.  See the job descriptions below.
 
Q: If elected, how much time do I need to commit? What meetings do I need to go to?
A: Each Elected position is a 1-year Term beginning July 1st and ending June 30th.  There is a limit of 2 consecutive terms in the same position.   Board members are asked to attend all Association and Board Meetings.   Our PTA currently holds 5 Association meetings (September, November, January, March, May)  and 5 board meetings (August, October, December, February, April), on the First Thursday evening of each month.  Each elected position also has a reasonable amount of paperwork responsibilities related to finances, meeting procedures, record keeping, as described below under job descriptions.   Training and district support is provided.  President and Treasurer: up to 3 hours per week.  others: up to 3 hours per month.
 
Q: What is a Nominating Committee?
A: The Nominating Committee is elected at our early January meeting and consists of 2 members and 1 alternate.   This committee will meet with our principal and review the applications for board positions and generate their recommended list of people to nominate to each position.  This will be published publicly 28 days before the Election Meeting on March 4th.
 
Q: When is the election?
A: The election takes place at our March Association Meeting on March 4th.   The Nominating Committee will make their recommended nominations first.  Then the floor will be open for any additional nominations.
 
Q: Can I nominate myself or a friend?
A:  Yes, Any paid PTA member can nominate another paid PTA member (including themselves) when the floor is opened for additional nominations.   You should be sure the person is willing to serve if elected.  If more than one person is nominated to a position, secret ballots will be distributed and counted during the meeting.
 
Q: Do I have to be a PTA member?
A: Yes, All elected Board officers are required to be a PTA member and pay the $12 dues to our Association.  PTA members dues can be paid online through TOTEM.
 
Q: I’m new to the school, can I still apply?
A: Yes, anyone over the age of 18 may hold a board position.    Parents, staff, grandparents, neighbors, and others may fill a position.  If a position becomes vacant during the year, it will be filled by a vote of the remaining board officers.  To be eligible to be elected at the March 4th Election, you will need to have been a paid member of Santiago Elementary PTA for one month – so you can join online via TOTEM before February 4th.

 

Board Officer Job Descriptions

Please fill out the online form (link here and above) and indicate all positions in which you are willing to serve.   (President/Treasurer/Auditor cannot live in same household or be related by blood) https://docs.google.com/forms/d/e/1FAIpQLSenFzkUqExHvEV7IgcZrPiAHe9E5PqIuaYSniR_8t7YHcC5Qg/viewform?usp=sf_link

PRESIDENT – Create Agendas and Preside at monthly meetings. Meet monthly with Principal and other PTA leaders in our District. Distribute communications, sign checks, and keep our nonprofit in good standing with support from district.

TREASURER – Maintain Financial Accounts. Record all transactions in online software and paper file. Present Monthly report from online software. Complete tax filing and other forms with support from district.

SECRETARY – Take minutes at monthly meetings. Present previous minutes for review at all meetings.

HISTORIAN – Complete Annual Report of associations accomplishments, estimate annual volunteer hours. 

AUDITOR – Twice yearly review all financial accounts and transactions. Compare online software transactions to paper records and bank statements. Present findings and recommendations at meetings. CPA preferred but not required.

PARLIAMENTARIAN – Attend all meetings and assist as needed in guiding discussions that are open, fair, and also timely. Chairs the Bylaws Review Committee, advises the Nominating Committee, and prepares for Elections.     Note : this position is not elected in March.   It is appointed by the president at the first board meeting of the new term.  However we welcome your interest in this position at this time, as it may be recommended.

1st VP of Student Services – Supports Program Chairs and keeps board updated on contracts/financial needs. these programs support school and staff such as Spirit Wear, Yearbook, Staff Appreciation, Campus needs.

2nd VP of Parent Services – Supports Program Chairs and keeps board updated on contracts/financial needs. these programs support community such as Ice Cream Social, Fall Festival, Educational Events.

3rd VP of Ways and Means – Supports Program Chairs and keeps board updated on contracts/financial needs. these programs raise funds to support expense programs. such as Jogathon, Book Fair, Restaurant Nights.