Committee and Board responsibilities 2025-26

For more detailed description per CA-PTA bylaws see: https://toolkit.capta.org/job-descriptions/table-of-contents/

PTA OFFICERS

President

(3-6 hours/week)

  • Run, preside over, and set the agenda for meetings

  • Liaise with principal and the executive board

  • Provide site staff with updates on PTA activities

  • Submit all school-wide PTA communications to principal for approval

  • Sign checks and other financial documents

  • Work with all committee chairs to execute approved activities

  • Call, attend, and run executive board meetings

  • Help facilitate school-wide communication

 

Treasurer

  • Maintain accurate financial records of all incoming and outgoing payments

  • Serve on budget committee, create budget for the year, keep budget updated throughout the year

  • Handle all incoming payments, deposit in a timely fashion

  • Write checks for all approved expenses (with President’s signature)

  • Reconcile accounts monthly with bank statement

  • Provide written reports with updated financial status at every association and executive meeting

  • Submit books for audit 2x per year

  • Prepare an annual financial report

  • Comply with all state and federal tax-filing requirement

  • Forward through appropriate channels:

    • Council/district/State/National PTA portions of membership dues;

    • Comprehensive General Liability, Directors and Officers Liability, Bonding, and Workers’ Compensation insurance premiums;

    • Workers’ Compensation Annual Payroll Report. An annual payroll report from each unit is mandatory whether or not anyone was hired. Keep a record of hours of service for which anyone has been paid by the unit. (This does not include payments to the school district for school personnel services.)

    • Copies of government reporting forms, as required. (e.g., IRS 990/990EZ, CA/99, CARRF-1) and any employee and/or independent contractor report forms.

    • Audit results, year-end financial report 

Vice-President: Membership and Volunteerism

(6-8 hours/month)

  • Recruit new PTA members

  • Maintain and Update Membership Forms (online and paper) including translations.

  • Maintain, with secretary, roster of current Members

  • Work with JOES Community Building committee to foster increased volunteerism from within JOE’s community

Secretary

  • Record Minutes at Meetings

  • Create Meeting Sign-In

  • Email minutes to PTA membership

  • Email last year's PTA members reminding them to join again

  • Maintain Calendars

  • Update website with current events

  • Upload Minutes and PTA Meeting presentations to PTA Google drive

  • Work w/ VP to maintain membership drive

Financial Secretary

  • Work with Treasurer

  • Make regular deposits of incoming funds.

  • Count cash and fill out Cash Verification Forms after various PTA functions    

Committee Descriptions:

After School Program

(A few hours/month)

  • Act as a liaison between parents, school staff, and ASP staff and directors

  • Help to implement new and ongoing programs as decided by above

 

Technology

  • Provide occasional, simple technical support for the schools' computers. (2 or 3 hours per year)  

  • Oversee, find parent volunteers to update website

 

Fundraising — Primary

Recruit volunteers for and execute the following:

  • Education Fund

  • Walk-a-thon

  • Fall Carnival   (3-5 hours per week in the Fall)

  • Scholastic Book fair

  • Spring Fundraiser(3-5 hours per week in the Spring)

  • Read-a-thon

 

Fundraising — Secondary

(30-45 minutes/week)

  • Coordinate and execute and promote "Soft" fundraising: E-Scrip, Box tops, School Store, Amazon, etc. Objectives:

  • Increase Participation in ALL soft fundraising efforts

 

Outreach

Recruit Volunteers for and execute the following:

  • Recruitment of new families for school involvement

  • School Tours

  • Enrollment Fairs

  • Welcome events for new families, including summer playdates

  • Maintain and update school promotional material, both printed and online.

 

JOES Community builder/Volunteer Coordinator

(Fall/winter ~3 hours a week / during spring/summer ~1 hour a week)

  • 1. Work w/ Vice President to increase volunteer participation

  •       2. Recruit volunteers and coordinate with appropriate committee chairs to organize JOES community events, including (but not limited to!):

    • Chinese New Year’s Celebration

    • Fall Carnival

    • Movie Nights

    • Science/Engineering Night

  • Help facilitate communications between the school, PTA, and all members of the school community, w/ emphasis on GE and ESL populations

  • Maintain JOES volunteer email and volunteer database

 

Health Nutrition and Safety

  • Coordinate delivery, sorting and distribution of Healthy Morning Snack from SF Food Bank

  • Work with staff on Nutrition events to promote healthy eating, use of garden produce

  • Coordinate Family Health Night with staff

 

Traffic and Safety

  • Recruit and Supervise volunteers for traffic duty AM & PM.

  • Recruit volunteers for parking/traffic duty for special events, like back to school night, Winter Program, etc.

 

Hospitality

(10 hours each for teacher luncheons (organizing, emails, actual day of)

1 or 2 hours for Ms. Ginny Day (organizing, emails, purchasing gift card)

10 hours each for bake sales (organizing, fliers, emails, working the event))

Recruit volunteers for and execute the following:

  • Winter and Spring Teacher's Luncheon

  • Miss Ginny Day

  • Bake Sales for Fall Carnival and Winter Program

 

Science

(Approximately ½  hour/week)

  • Work w/ Science Consultant and school staff on Science Program

  • Help coordinate grants and funding opportunities for continuing / expanding Science program  

  •  Display work from the science program on the walls.

(6 hours/week but only for 3 weeks)

  • If necessary, work on research, recruitment, and training of paid Science Consultant

(2 hours/week but only for 3 weeks)

  • Coordinate with JOES Community Chair to organize Science-based community events.

 

Ecoliteracy

(Recruit volunteers and be responsible for executing the following

  • Greening Days and summer watering.

  • Help coordinate grants and funding opportunities for continuing/expanding Ecoliteracy program.

  • Maintenance of existing green areas, rain barrels and equipment.

  • Advocacy for Outdoor learning, including:

    • Ecological awareness/connection to nature

    • Environmental stewardship

    • composting & recycling, and

    • Science Curriculum

  • Expand/reestablish Ecoliteracy program.
     

Grants

  • Find, research, write, and submit grants to help fund programs and activities at the school.

  • Solicit input from other committees, principal, and staff for grant opportunities.

 

Arts

  • Work with principal to select arts programs for the school

  • Work as a liaison between artists, school community, and staff

  • Oversee and execute community arts events such as Family Art Day & Chinese New Year Parade