​​Executive Board

** All executive board members are required to attend monthly board meetings which are the first Thursday of the month at 9:15am at Knights View Elementary.  Members at Large are expected to support and attend all PTA functions. **  

President

• Presides over meetings of the Executive Board (monthly) and General PTA (quarterly)

• Coordinates work of all PTA board members to ensure duties are being carried out

• Represents and supports all Knights View PTA and school events

• Signs contracts and checks

• Serves as liaison between PTA and Administration/Staff

• Creates and manages PTA sign up geniuses

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President Elect

• Provides overall leadership and support to the President, and acts as a liaison between the board and membership

• Presides over board meetings, ensuring they are conducted effectively and efficiently. 

• May appoint board members to vacant positions, subject to board and membership approval. 

• Ensures all actions are in compliance with the Chapter Bylaws. 

• Prepares to assume the role of President in the following term. 

• May oversee fundraising activities, as outlined in the PTSA Standing Rules. 

• Ensures effective communication between the board, members, and other stakeholders.

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Vice President

• Serves on the Executive Board and attends monthly meetings

• Assumes all responsibilities including volunteering when needed, as well as other duties as called on by the PTA President 

• Represents and supports all Knights View PTA and school events

• Steps in to lead and/or support any committee that hasn’t been filled for the school year

• Leads the Welcoming Committee

Treasurer

• Serves on the Executive Board and attends monthly meetings

• Collects, deposits, and disburses all funds according to the budget

• Maintains a current record of income, expenditures, and assets

• Presents a financial report of income and expenses at each PTA Executive Board meeting

• Prepares a year-end financial report, and files all required tax forms

• Knowledge of bookkeeping, finance, or accounting required

• Oversees VP and Committee Chairs when needed, by giving budgetary status updates at the Executive Board meetings

• Responsible for ensuring the Audit Committee is in place

Secretary

• Serves on the Executive Board and attends monthly meetings

• Records the minutes of all PTA meetings

• Translates minutes and distributes them to Executive Board members, as well as maintains an archive of the current year’s minutes and other important documents

• Oversees yearbook contract and distribution 

VP Communications

• Serves on the Executive Board and attends monthly meetings

• Oversees all communication efforts between the PTA and parents to ensure we are engaging and communicating with the school community as needed, and when opportunities for involvement arise

• Ensures that PTA website is accurate and up to date with relevant information for parents and volunteers

• Publishes the monthly newsletter and parent square push out to families

• Manages the PTA Instagram & Facebook accounts

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VP Fundraising

• Serves on the Executive Board and attends monthly meetings

• Works closely with the PTA President and PTA Treasurer

• Responsible for and oversees all fundraising programs/committees of the PTA such as:

  • Book Fair

  • Spirit Nights

  • Fundraising Campaigns

  • Box Tops/Retail rewards

• Assists with all sponsorships and helps event chairs secure sponsors for fundraising if needed

• Identifies and contacts potential community supporters for advertising opportunities 

• Gives status updates at Executive Board Meetings 

VP Hospitality

• Serves on the Executive Board and attends monthly meetings

• Responsible for planning and executing Teacher Appreciation Week

  • Communicates theme and daily recognition/ opportunities for students and families to participate via fliers, newsletter, website, and class parents 

  • Recruits volunteers for any setup/ clean up that is necessary throughout the week

  • Recruits volunteers to assist with making posters to decorate each teacher’s classroom door

• Oversees all other hospitality events and/or committees responsible for:

  • Bulletin Boards

  • Appreciation Days

  • Teacher Luncheons

• Works closely with each committee head to supervise, assist, and problem solve should any issues arise

 

VP Membership

• Develop and implement strategies to attract new members, including outreach to underrepresented groups and those with potential barriers to involvement.​

• Implement strategies to retain current members, including providing resources and support to help members feel valued and engaged.​

• Oversee Welcoming Committee and plan related events twice a year.

• Communicate regularly with members, providing updates on PTA activities and opportunities for involvement.

• Maintain accurate membership records and track membership data.

• Provide regular reports to the PTA board on membership trends and progress towards goals.

VP Special Events and Programs

• Serves on the Executive Board and attends monthly meetings

• Serves as (or oversees) Class Parent Coordinator

• Oversees and assists all planning committees for:

  • Fall Event

  • Spring Event

  • Food Drive

  • Holiday Shop

  • Winter Treat

• Works closely with each committee head to supervise, assist, and problem solve should any issues arise 

Member at Large

• Serves on the Executive Board and attends monthly meetings

• Assists the Board in whatever capacity is needed

• Supports school events, committees, and programs whenever needed

• Gives school tours when available

• Learns the various roles of the Executive Board, in the hopes they take on a position the following year

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Audit Committee Chair

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The audit committee & its chair will conduct a monthly review of the PTA’s bank statements and supporting documents and shall sign an acknowledgment on the bank statements that the expenditures were consistent with the approved budget.

Nominating Committee Chair

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The nominating committee & its chair identifies talented, motivated, and responsible individuals to serve as officers for next year's PTA Board.  The committee will present the slate of nominees to the Board and general assembly to be voted upon at the May General PTA Meeting. 

Advocacy Committee Chair​

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The advocacy committee and its chair shall develop and organize meetings, activities, and programs to further the goals and purposes of PTA. This committee is tasked with improving communications and relationships between school staff and families; educating families and caregivers on important issues related to the health and educational success of their children; and helping to make each child’s potential a reality.

 

 

 

Committee Leads

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Book Fair                                                                  Time Commitment: High (limited to the week before and during book fair)

• Communicates with Executive Board prior to event, and reaches out to all Board members when assistance is needed

• 2-3 committee chairs that are responsible for coordinating and planning the events (one in the Fall, one in the Spring)

• Responsible for scheduling book preview times with teachers (usually in the morning at the start of the week of the fair) and coordinating teacher wishlists 

• Responsible for setup and take down

• Responsible for any before school and after school shopping events related to the Fair

• Responsible for knowing and maintaining the inventory. This involves speaking with Scholastic reps on a daily basis to order restocks.

• Responsible for running daily reports, and maintaining bank deposits and petty cash (coordinate with Treasurer)

• Creates signs and fliers to advertise event

• Organizes volunteers to assist during the week of the event

• *This is a significant time commitment for the week leading up to the fair, and the week during the fair. Strong organizational skills required.

Bulletin Board                                                                                                                                                Time Commitment: Low

• Works with Principal and VP of Hospitality to design and create hallway PTA bulletin boards (usually quarterly)

• This role may be shared between 1-3 people

• This job must be done during school hours

• This is a great opportunity for working parents, because the preparation can be done on your own time/around your own schedule 

Class Parent Coordinator(s)                                                                                                                       Time Commitment: High

• Works with VP of Special Events

• Serves as the main correspondence between PTA, teachers, and room parents

• Responsible for assigning the room parents for each classroom

• Uses Google Forms and Google Sheets

• Involves ensuring each classroom has class parent coverage, and preparing emails and posts to be sent out through the class parents

• Guides the class parents as they organize their class parties (2 per year), and works to resolve any issues that may arise

• Sends monthly reminders to class parents for their teacher’s birthdays

• Maintains ongoing communication with class parents, by answering any questions or offering guidance to them throughout the school year

Family Food/ Spirit Nights Coordinator                                                                                                     Time Commitment: Low

• Works with VP of Fundraising 

• Contacts area restaurants to coordinate fundraisers for our school (restaurants will offer us a percentage of their sales on a particular day/night)

• Works with VP Communications to prepare fliers/ images for social media, newsletter, parent square messages, and teacher emails

• This is a great opportunity for working parents, because the preparation can be done on your own time/around your own schedule 

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Food Truck Night Lead                                                                                                                                  Time Commitment Low

• Works with VP of Special Events and Programs to identify and secure food trucks for PTA events when needed

• This is a great opportunity for working parents, because the preparation can be done on your own time/around your own schedule  

• You may or may not need to attend an event- coordinate with VP Special Events

Winter Treat Lead                                                                                                                                         Time Commitment: Low

• PTA distributes milk and cookies to all the classrooms the last day before winter break during a movie.

• Works with VP of Special Events and Programs, and Cafeteria Manager

• Organizes volunteers (make sign up genius) as well as supplies such as napkins, cookies, straws, etc…

• Orders milk from cafeteria ahead of event (usually 1 month before)

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Winter Treat Volunteer                                                                                                                                 Time Commitment: Low

• Maintain CMS volunteer status

• Sign up to help with event

• Arrive on time, sign in at front office

• Follow instructions from Chair, and be flexible with assignment

• Ensure you are assisting ALL students/ classes- no extended visits in your own child’s class

Website                                                                                                                                                          Time Commitment: Low

• Supported by VP of Communications

• Update our PTA website once a month, making sure all information is current and up to date

• Maintain Teacher Favorite Lists (via Google Forms) and publish on website

• Knowledge of wix-based website required

• Can be done from home on your own schedule, ideal for working parents

Special Occasions/ Appreciation Weeks                                                                                                    Time Commitment: Low

• Works with VP of Hospitality

• Purchases and distributes gifts (with PTA funds) to Knights View staff, administration, and teachers, in recognition of school wide appreciation days/weeks (ex: custodian appreciation day, school lunch hero day, etc…)

• List of dates and people will be provided

• Organizes a morning and afternoon treat for Knights View bus drivers twice a year

Penguin Patch Holiday Shop                                                                                                             Time Commitment: Moderate

• Works with VP of Special Programs and Events to coordinate this event

• Oversees the merchandise ordering and restocking of the holiday shop for students

• Oversees the setup and clean up of the shop

• Works with admin to schedule shopping times for teachers

• Recruits volunteers to help with daily setup, monitoring the sales floor, and with the cash register 

• Works with Treasurer for daily deposits and final payments due to supplier

• Signs contract and redeems loyalty rewards as needed

• *This is a significant time commitment for the week leading up to the shop, and the week during the shop

Welcoming Committee                                                                                                                                Time Commitment: Low

• Works with or is the VP Membership

• Chairs and organizes committee that welcomes new families to Knights View

• Helps new families transition (either to kindergarten or new to the area) by connecting them with an Knights View “buddy” parent that will help answer questions

• Plans and hosts 2 gatherings (Fall and Winter) to introduce new families to the administration, counselor, and PTA

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Welcoming Committee Member or “Buddy”                                                                                            Time Commitment: Low

• Maintain CMS volunteer status

• Sign up as a Welcoming Committee “Buddy” for 1 grade level

• Reach out to your grade level families via email to introduce yourself and invite them to the upcoming event. A template will be provided.

• Attend the 2 annual Welcoming Events (9/22 at 6 pm, and 1/22 at 6 pm)

• This is a great job for working parents or those who have limited time to give. 

Yearbook                                                                                                                                              Time Commitment: Moderate

• Works closely with Secretary

• Uses yearbook company’s software to design our annual yearbook, taking care to meet deadlines provided by book publisher

• Coordinates a small team to assist with photography and design aspects

• Works with school Data Manager/ Admin to proof rosters and names of staff and students

• MUST be detail oriented

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Yearbook Member                                                                                                                               ime Commitment: Moderate

• Maintain CMS volunteer status

• Attend software training (virtual)

• Communicate with lead and other committee members to identify/ divide up tasks

• Photographers needed to take photos that represent a wide diversity of student population

• This job can be done from home (except photographer)

• Must be able to meet deadlines

• Must be detail oriented

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5th Grade Steering Chairs                                                                                                                  Time Commitment: Moderate

• Works with PTA President

• Usually 2 co-chairs with graduating 5th graders

• Chairs will assemble a small committee that together plans and executes the 5th grade celebrations and activities throughout the year, closely working with the 5th grade teacher liaisons and the Principal

• Celebrations/activities include such as (examples) ordering 5th grade t-shirts, service projects, a winter party, a car wash, and deciding on and sourcing a legacy gift

• Plans and organizes Graduation Week events

• Chairs are responsible for communicating to 5th grade families

• Chairs are responsible for working with PTA President to keep track of 5th grade activity dues

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5th Grade Steering Members                                                                                                            Time Commitment: Moderate

• Maintain CMS volunteer status

• Sign up to help with needs communicated by Chair

• Follow instructions from Chair, and be flexible with assignments

• Direct any questions to the Chair

• Open to 1-2 4th Grade parents (to shadow for the following year)

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Media Center Volunteer Chair                                                                                                                     Time Commitment: Low

• Organizes a Sign Up Genius for volunteers to assist staff in the Media Center during the school days

• Communicates with the Media teacher and identifies needs and tasks

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Media Center Volunteer                                                                                                                               Time Commitment: Low

• Maintain CMS volunteer status

• Work with the Media Center Chair to support KVES Media teacher

• Assist with checking in/out books, reshelving books, organizing shelves and supporting staff as needed

• Assist with Pre-K, Kindergarten and 1st Grade classes

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Field Day Chair (Tentatively June 3 & 4)                                                              Time Commitment: Moderate (April-June Only)

• Works with VP Special Events & PE Teacher

• Ideally split between 2 Co-Chairs

• Field day takes place over 2 days - Co-Chairs will need to be there the entire day, and manage volunteers, and the coordination of the event

• T-shirts - Coordinate with VP of Fundraising, PE teacher and vendor to design shirts. Gather data from students and teachers on shirt sizes. Order shirts to arrive at school. Deliver shirts to classrooms (this takes a team of people to divide colors/ sizes by grade and class and deliver)

• Volunteers - coordinating the sign ups, verifying and managing on the day of

• Communication - coordinating a number of communication & logistics with the front office

• This is a significant time commitment beginning in April, leading up to the event (June). This is also a significant time commitment on the days of the events

Advocacy Chair                                                                                                                                             Time Commitment: Low

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The advocacy committee and its chair shall develop and organize meetings, activities, and programs to further the goals and purposes of PTA.

• This committee is tasked with improving communications and relationships between school staff and families; educating families and caregivers on important issues related to the health and educational success of their children; and helping to make each child’s potential a reality.

 

Advocacy Members                                                                                                                                      Time Commitment: Low

• Work closely with the Advocacy Chair to support the committee’s goals

• Attend Advocacy committee meetings

• Share updates and action alerts with PTA members

• Encourage parents and staff to attend school board or county meetings

• Assist in planning advocacy events and campaigns

• Help create or share advocacy materials (flyers, social media posts, talking points)

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Audit Chair                                                                                                               Time Commitment: Low (1-2 hours per month)

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The audit committee & its chair will conduct a monthly review of the PTA’s bank statements and supporting documents and shall sign an acknowledgment on the bank statements that the expenditures were consistent with the approved budget

• Audit Members Time Commitment: Low (1-2 hours per month)

• Support the Audit Committee Chair, helping ensure audits stay on track

• Review financial records — working with 2-3 others to check that PTA books are accurate and complete

• Participate in monthly financial review, verifying consistency in accounting and ensuring transparency

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Nominations Chair                                                                   Time Commitment: Low (Jan-May only, about 1 hour per month)

• The chair of this standing committee serves on and shall have a vote on the Executive Board

• The nominating committee & its chair identifies talented, motivated, and responsible individuals to serve as officers for next year's PTA Board

• The committee will present the slate of nominees to the Board and general assembly to be voted upon at the May General PTA Meeting

 

Nominations Members                                                            Time Commitment: Low (Jan-May only, about 1 hour per month)

• Support the Nominations Chair, collaborating closely throughout the process.

• Maintain confidentiality — deliberations and candidate discussions stay within the committee

• Re-convene if needed—if a candidate withdraws, work quickly to propose a replacement

• Complete your service once the report is read at the election meeting—the committee is then discharged

 

Art & Culture Night PTA Liaison (April 29th)                                  Time Commitment: High (Limited to months of March-April)

• Works with School Lighthouse Team, Art Teacher and VP Special Events for this event

• Provide volunteer recruitment and signups to support preparation (purchasing supplies, mounting artwork, installation of art in building)

• Set up online auction (if applicable)

• Attend Staff Lighthouse event planning meetings as a representative of the PTA

• Provide communication, updates and needs to the PTA board as needed

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School Dance Committee Chair (Name TBD- Feb 13)                       Time Commitment: High (Limited to months of Jan-Feb)

• Work with the VP Special Events to plan the event

• Recruit volunteers and manage signups for preparation tasks (DJ, decorations, activities, etc.)

• Lead planning meetings with committee members and staff representatives

• Share communication, budget updates, and needs with VP Special Events

• Organize concession sales and coordinate with 5th grade staff for student volunteers

• Create SignUpGenius forms for setup and cleanup

• Serve as the on-site point person for the duration of the event

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Leading With Love Fundraiser Lead Chair (Feb 6-27) (training provided)                           Time Commitment: High (Dec- Feb)

• Works with VP Fundraising to plan and carry out KVES PTA’s Spring fundraiser with a goal of $30,000

• Sets up fundraiser using Raise Craze platform (training provided)

• Makes communication plan for families and staff

• Attends staff meeting to explain Fundraising plan and staff roles

• Create student incentive plan & order items if needed

• Provide surveys for students to choose benefitting charities for the service project piece

• Coordinate with charities regarding needs and delivery of donations

• Create daily reports and updates to share with school community

• Must be proficient in Google workspace (Sheets, Docs, etc…)

• Work with VP Communications for social media posts & newsletter information

 

Corporate Sponsorships Committee Chair                                                                                                Time Commitment: Low

• Works with VP Fundraising and President to solicit donations on behalf of the KVES PTA, a 501(c)3 non- profit organization

• Reaches out to new and previous sponsors with annual sponsorship information, using email & phone calls

• Educate community leaders about KVES, a Leader in Me school- a strong understanding of Leader in Me concept needed

• Training for this role is provided by predecessor

• Strong communication skills required

• Many of the tasks involved can be done from home

• Give school tours to prospective donors

• Maintain a professional demeanor

• Attend Annual Leadership Day at KVES (May 8)

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Fall Family Event Committee Chair (Oct 17)                                                                   Time Commitment: Moderate (Sep-Oct)

• Works with VP Special Events to plan a family event for the school community

• Book DJ, secure materials needed (i.e.: Bingo, prizes, etc.), work with the Food Truck volunteer if needed

• Plan decorations

• Organize concession sales & coordinate with 5th grade staff team for student volunteers

• Make sign up genius for set up and clean up

• Attend and serve as the point person for the duration of the event

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Winter Family & Staff Event Committee Chair (Jan 22)                                                  Time Commitment: Moderate (Nov-Jan)

• Works with VP Special Events to plan a family event for the school community

• Book DJ, secure materials needed (i.e.: sporting equipment, prizes, etc.), work with the Food Truck volunteer if needed

• Plan decorations

• Organize concession sales & coordinate with 5th grade staff team for student volunteers

• Make sign up genius for set up and clean up

• Attend and serve as the point person for the duration of the event