Who We Are

• SPS PTA Expense Voucher [DOC]
• Volunteer Credit Reporting Form [DOC] can be filled out in Word and saved
• Volunteer Credit Reporting Worksheet [PDF] can be printed and filled out

EVENT/COMMITTEE COORDINATORS

PRESIDENT

Presides at the meetings of the general membership and of the executive board

• Appoints committee chairpersons with the approval of the school Principal
• Liaison with teachers, staff, administration and parish office
• Oversees Lion’s Chase 5K and 10 Week Club Chairs
• Represents PTA at Open Houses, designated masses, and Graduation

VICE PRESIDENT/internal Programs and Activities & Legislative Chair

Fulfills roles and responsibilities as agreed to and assigned by the president

• In absence or resignation of president, shall perform all duties of the president
• Teacher Appreciation, lunch and food drive, Ambassador programs’ new family picnic, school assemblies.
• Serves on the Advancement Committee as PTA Liaison.
• Serves as Legislative Chair.
• Oversees questions related to the PTA board

VICE PRESIDENT OF EXTERNAL PROGRAMS AND ACTIVITIES

• Manages external activities such as procurement, Athleta, Barnes and Noble, 10 Week Club procurement, shop for cause, father/daughter dance, mother/son outing, family skate night, Trenton Thunder night, Box Tops, McCaffreys.
• Oversees Shamrock Auction and activities such as the Book fairs, Shambake, Shamdunk.

RECORDING SECRETARY

• Keeps minutes of general and executive board meetings
• Publishes report and makes available to all in attendance
• Conduct the correspondence of the association, including thank you notes or letters
• Books association meeting space
• Oversees hospitality team/teacher appreciation

CORRESPONDING SECRETARY

• Distributes notices and conduct correspondence.
• Obtains permits, licenses, and
• Oversees homeroom parents and uniform exchange.
• Revises and distributes Teacher’s Christmas Gift letter.

TREASURER

• Collects all monies of the association and keeps an accurate account of same
  • Pays bills with the approval of the executive board
• Renders an accurate account of receipts and disbursements at executive and general meetings
• Publishes monthly budget updates and makes available to all in attendance

MARKETING/PUBLICITY VICE CHAIR

• Liaison between School Board marketing Committee and PTA
• Receives reports of activities from various committees and liaises with marketing committee who will develop efficient marketing/advertisement of PTA sponsored events
• Liaises with the Marketing Committee as to all press notices and parish announcements that require drafting/distribution
• Liaises with the Marketing Committee to secure all printed materials for PTA events
• Liaises with Vice Principal to communicate PTA business regularly by developing and placing a weekly item in SPS Scoop
• Liaises with the Marketing Committee to ensure that the PTA web page is updated to reflect current goals, business, and membership
• Marketing Committee oversees Trunk or Treat
• Communicates with PTA as to all open houses and promotions for enrollment led by Marketing Committee

SPIRITUALITY CHAIRPERSON

• Liaison between Spirituality Committee and PTA
• Encourages such activities as prayer, and retreats.
• Involved in developing programs in support of the needy
• Plans and coordinates with room parents the Communion and Confirmation breakfasts.

SOCIAL CONCERNS CHAIRPERSON

• Celebrates faculty and staff birthdays with a gift and prayer intentions
• Celebrates new life among faculty families with a gift and prayer intentions

PROGRAMS CHAIRPERSON

• Seeks, arranges, and hosts guest speakers and performers for student body as well as parent population
• Arranges assemblies in conjunction with vice principal according to community needs and openings in academic calendar

HOSPITALITY CHAIRPERSON

• Provides refreshments for various events throughout the school year including Back to School Night, Open Houses, Parish Tree Lighting, New Parent Orientation, and Faculty Meetings
• Assists secretary in sending thank you notes following events
• Purchases supplies on behalf of the PTA for various holidays and special events

PTA meeting attendance not required for Event Coordinators.

Room Parent Coordinator
Seeks to fill open room parent positions after teacher solicitation; holds introductory meeting, communicates room parent expectations; disburses stipends to room parents

Ten Week Club Coordinator
Orders printed tickets, sends letters and tickets to parish and school families; collects tickets and funds; assists procurement of weekly prizes; conducts drawings and notifies winners; keeps financial records of event and submits to treasurer

Book Fair Coordinator
Communicates with Scholastic to order books and supplies; solicits volunteer staff, trains checkers, sets up and takes down event; keeps financial records for annual book fairs and submits to treasurer

Thanksgiving Luncheon Coordinator
Communicates to SPS families what donations are needed; monitors collection of donations; arranges turkey purchase and preparation; solicits volunteer staff; secures event decorations; sets up and takes down event; arranges fresh and canned food donations afterward

Teacher Appreciation Luncheon Coordinator
Selects and arranges catering for luncheon; solicits volunteer staff; creates SignUp Genius for event; obtains all tableware, flatware, and decorations; sets up and takes down event

Family Skate Night Coordinator
Arranges ice rink rental; keeps track of family registration and payment for event; solicits volunteers to help with registration and refreshments at ice rink

Father Daughter Dance Coordinator
Contracts and makes arrangements for venue, photographer and DJ; keeps track of registration and payment for event, as well as meal selection; selects and provides decorations

Mother Son Outing Coordinator
Selects event; secures group tickets; keeps track of family registration and payment for event

Box Tops for Education Receipts Coordinator
Calls for and collects box tops on a regular basis, submits for funds

McCaffrey’s Coordinator
Calls for and collects box receipts on a regular basis, submits for funds

Uniform Exchange Coordinator
Reminds community to donate to the exchange; periodically organize and maintain closet; make exchange available as needed including at the New Family/Ambassador picnic

Shamrock Logistics Coordinator
Researches and arranges logistical aspect of Shamrock Auction, including communication with event site; arranges on site preparations; secures AV equipment, food and beverage planning, provides timeline for evening; secures auctioneer

Shamrock Decorations Coordinator
Selects and obtains materials to decorate tables, auctioneer's stage, registration table, and silent auction items

Shamrock Auction Ad Sales Coordinator
Contacts previous advertisers, sponsors and donors in the fall to see if they plan on participating again; seek new advertisers and sponsors for BidPal/program

Shamrock Live Auction Procurement Assistant
Contacts previous live auction donors in the fall to see if they plan on donating party again; seeks new big-ticket items

Shamrock Silent Auction Procurement Assistant for SPS Family
Contacts previous live auction donors in fall to see if they plan on donating party again; seek snew big ticket items; enters item descriptions into master spreadsheet; prepares signage for display of items at auction in coordination with decorations chair

Shamrock Silent Auction Procurement Assistant for Outside Businesses
Contacts previous live auction donors in the fall; seeks new big ticket items; enters item descriptions into master spreadsheet; prepares signage for display of items at auction in coordination with decorations chair

Shamrock Parties
Contacts previous hosts and hostesses in the fall to see if they plan on donating party again; reaches out to the community to secure parties for each grade for children as well as adults; coordinates communication between teachers and experience winners

Shamrock Class Project Coordinator
Conceives artistic project for students; secures art materials for projects; solicits volunteer staff for project creations, ensures project completion for auction