BRIEF OVERVIEW OF DARCEY PTA BOARD RESPONSIBILITIES
Preside over monthly PTA meetings and arrange guest speakers.
Coordinate the work of the Darcey PTA officers and committees. Provide
input into weekly and monthly school communications. Represent the PTA
at various school events, including orientation days, open houses, and
registration. Represent PTA (or designate representative) on school
committees. Coordinate sweatshirt and tee shirt sales. Maintain master
PTA calendar. Work closely with treasurer to develop budget. Serve as
a liaison with the school administration. Address parent PTA questions
and concerns. Busiest times: start of school, September, October,
VICE-PRESIDENT: Represent President as needed.
Coordinate PTA membership registration, maintain a current membership
listing, and be responsible for filing membership forms with the CT PTA.
Contact new Darcey families through the school year regarding PTA
membership. Assist the President as needed. Assist with the Darcey
Student Directory. Serve on school committees as designated by
SECRETARY: Record minutes at monthly PTA meetings.
Handle PTA correspondence. Oversee Darcey Directory. Maintain and file
all records. Maintain a current copy of by-laws.
Maintain PTA finances. Prepare annual budget. Provide written
financial statements at each PTA meeting. Process all expense
reimbursement requests. Balance monthly bank statements. Process all
PTA checks, including those for membership, book fair, and fund raising.
Submit books annually for an audit. Report results with auditor to
the PTA Board. Busiest times: during fund raisers (September, January),
book fair (October), Kindergarten registration (March).
COMMITTEE CHAIRS/CO-CHAIRS (Each committee will be responsible for providing refreshments for one PTA meeting.)
Decorate school entrances seasonally. Coordinate school flags.
Organize fall and spring family planting events. Oversee committee that
plans and maintains flowerbeds (including the summer months).
Publicize beautification events.
BOOK FAIR: Plan and oversee
annual book fair. Coordinate publicity and volunteers. Chairs are very
busy the week of the Book Fair (both daytime and evening hours). This
year, the Book Fair was in October. **We recommend co-chairs for this
ENRICHMENT PROGRAMS: Plan monthly cultural activities for the upcoming
school year (majority of planning occurs during the summer), in
conjunction with Darcey staff. Publicize and coordinate cultural
activities. Arrange for any needed volunteers, materials, supplies and
equipment for events. Provide evaluation process for the teachers.
Prepare a brief description of each cultural activity for teachers to
send home after each event.
DARCEY HELPER COORDIANTOR: Oversee
the Darcey Helpers program (parent volunteers who copy/laminate/bind
materials at school and trace/cut paste materials at home). Schedule
and train parent volunteers. Arrange for at-home work and necessary
materials to be sent how with students (can assign a volunteer to this
task). Regularly check condition of work area (kindergarten copy room);
replenish supplies; etc.
HOSPITALITY: Coordinate staff luncheons in August and
May. Planning for the “Welcome Back luncheon takes place in
mid-August, and the luncheon takes place before school starts. Plan and
oversee teacher appreciation week activities in May. Purchase and
maintain all supplies needed for the Hospitality functions. Requires
making telephone calls to volunteers who have offered to bake. Busiest
times: end of August and May. **We recommend co-chairs for this
PUBLICITY: Notify local media of upcoming PTA and
school events. Work closely with Principal and PTA President. Draft
press releases/articles occasionally – must be approved by Principal and
Superintendent of Schools.
PHONE TREE COORDINATOR: Prepare
binders for each class of emergency phone tree information. Coordinate
test of emergency phone tree. Coordinate emergency phone tree (you must
be accessible by phone during the day) for inclement weather or other
unexpected situations when school must close. Busiest time: September,
October. **We recommend co-chairs (one AM kindergarten parent and one
PM Kindergarten parent) for this activity.
Organize and coordinate two Family Fun Nights. In the past, the fall
activity has been Pizza Nights; the spring activity has been an ice
cream social. Committee arranges entertainment and facility use.
Coordinate volunteers. Arrange for refreshments and supplies.
Publicize activities. Busiest time: October, April. **We recommend
TOWNWIDE PTA: Attend monthly Town-Wide PTA meetings
(usually first Tuesday of each month, from 7 -–8:30 PM); provide report
of Darcey School and PTA activities; discuss any PTA concerns. Report
back to Darcey membership at monthly PTA meetings.
COORDINATOR: Coordinate and schedule school volunteers for “Specials”
(art, gym, library and music). Maintain volunteer calendar.
AND MEANS (FUND RAISING): Plan and coordinate fund raising activities.
This usually involves two major fund raisers (fall and spring) and 2
minor activities (Westfield Wonderworkers tickets and General Mills
Boxtops for Education). Review and process fund raising orders.
Oversee delivery and pick-up of orders. Coordinate volunteers and
publicity, In past fund raisers, we have had excellent response from
our parents. Busiest times: September/November and January/March **We
recommend 2 – 3 co-chairs for this activity.
2001/2002 Darcey PTA President, prepared this overview to help
familiarize incoming Darcey parents with the current (or expected)
responsibilities of the PTA Officers and Committee Chairs. It is
reviewed and updated as needed. We often recommend co-chairs for
committees. Serving on the PTA Board is a wonderful way to become
involved in your child’s school and meet other parents. Please contact
your Darcey PTA President if you have any questions about these
positions or about the Darcey PTA. Have a great year at Darcey!