Valley Oaks Elementary PTA
Board Positions - 2012-2013
PTA Board - Officers
The President shall:
 Coordinate the work of the officers and committees;
 Confirm a quorum is present before conducting business at any meeting;
 Preside a all meetings;
 Appoint the historian and parliamentarian (subject to the approval of the newly elected
officers);
 Appoint chairmen of special committees subject to the approval of the executive board;
 Be authorized to sign on bank accounts;
 Be authorized to sign contracts that have been approved by the executive board;
 Call a meeting of newly elected officers;
 Authorize a person to open bank statements;
 Represent the Local PTA as a delegate to the Council PTA
 File with the Council PTA secretary the names of delegates and alternates;
 Confirm all officers are graduates of the current Texas PTA Leadership Orientation;
 Send the names and addresses of the officers and chairmen to the Texas PTA;
 Appoint the audit committee subject to the approval of the executive board; and
 Serve as an ex-officio member of all committees except the nominating and audit committees.
*The First Vice President shall:
 Be aid-to-the-president (and serve as the liaison to the long-range planning committee as
approved by the executive board); and
 Preside in the absence of the president (in their designated order).
*The Second Vice President shall:
 Be (aid-to-the-program-directors for the school; and
 Preside in the absence of the president (in their designated order).
 Additional duties include coordinating Scouts, chairs/set up for general meetings and
coordinating the School Bell Award and Founder's Day representation.
*The Recording Secretary shall:
 Record the minutes of all meetings;
 Keep an accurate record of attendance at executive board meetings’
 Be responsible for correspondence (other than those responsibilities assigned to the
corresponding secretary);
 Collect and preserve documents relating the history of the association;
 Have a current copy of the bylaws;
 Maintain a list of names of Local PTA officers who have completed the Texas PTA Leader
Orientation, with the dates each course was completed;
 Maintain the records retention policy;
 Maintain the conflict of interest policy as signed by the current board members; and
 Maintain a membership list.
 Notify all officers and committee chairman, the principal, vice principal and teacher
representatives, of the monthly meetings; and
 Keep and updated list of addresses for the officers and committee chairman.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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*The Treasurer shall:
 Have custody of all the funds for the association;
 Keep books of account and records including bank statements, receipts, budgets, invoices,
paid receipts and canceled checks in accordance with the records retention policy;
 Make disbursements in accordance with the budget;
 Sign on bank accounts;
 Present a financial report, both written and verbal, at every meeting;
 Make a full report at the annual meeting;
 Maintain the books of the account;
 Complete and file all necessary tax documents; and
 Present books to the audit committee as requested.
The Parliamentarian shall:
 Advise the presiding officer on questions of parliamentary procedure; and
 Vote only when the vote is by ballot.
*The Historian shall:
 Collect and preserve documents relating the history of the association;
 Compile and keep a record of events and activities to be presented as the official history to
the general body for adoption at the annual meeting.
 Inform the public of the successful events happening at Valley Oaks, through the Houston
newspapers and online news outlets.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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PTA Board - Fundraising
*Auction/Fall Social Fundraiser – The VOE PTA holds its sizeable Auction event every other year.
In our off year, we hold a smaller version called the Fall Social Fundraiser (a Mini-Auction). This
position coordinates all aspects of the event as well and organizes committees to handle the Teacher
for the Day, Children’s Art Auction, Sign-up Parties, VOE VIPs and Silent and Live Auction items.
This is a position that can be held by co-chairs who evenly divide the tasks.
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Children’s Art Auction – The art auction is held during the Auction or Fall Social
Fundraiser. An art theme is assigned to each grade level. Each classroom produces a project
under the direction of the chairperson. The chairperson is responsible for helping the classes
produce the finished products. These items are then auctioned off at the Auction or Fall Social
Fundraiser. It is a fun way for the kids to create a keepsake from their class. This position
reports to the Auction or Fall Social Fundraiser chairperson.
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*Sign-up Parties – This position coordinates and provides follow up for children, adult and
family parties that are available for sign-up at the Auction or Fall Social Fundraiser. This is a
position that can be held by co-chairs who evenly divide the tasks. This position reports to the
Auction or Fall Social Fundraiser chairperson.
*Book Fair – This position organizes the Book Fair every December in the library. Students have an
opportunity to visit the Book Fair with their class during school hours. The Book Fair also is open in
the mornings, before and after school, and during the December PTA meeting. This is a position that
can be held by co-chairs who evenly divide the tasks.
Box Tops for Education – This position organizes the collection of Box Tops for Education to raise
money for PTA activities. This committee also puts on contests throughout the year. For each box top
collected, our school receives 10¢.
*Check Writing Campaign – This position organizes and publicizes a campaign designed for those
who would prefer to make a check contribution where 100% of the funds go directly to the PTA. This
is a tax-deductible donation and some companies match parent donations. Our check writing
campaign occurs in January and February. The position is also responsible for collecting and
counting the donations and creating a report for the treasurer.
Commemorative Brick Sales – This is a new position created to advertise, sell and deliver old
bricks taken off the original Valley Oaks Elementary School building. Community members and
parents are able to own a part of history by purchasing a piece of Valley Oaks. It is expected that
these bricks will be harvested in June/July of 2013 and delivered in August/September with a small
nameplate stating that the brick is from the original building.
*Jamboree – This position organizes our school carnival, held every April called Jamboree. At this
event, different stations are set up for students to play games. This position is responsible for the
organizing, publicizing, and setting-up of the event, as well as the collection of money and selling of
t-shirts. Jamboree is held on the back playground and fields. This is a position that can be held by cochairs who evenly divide the tasks.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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Jamboree Confetti Eggs – This position coordinates the confetti egg contest and helps
prepare eggs for sale at Jamboree. This position reports to the Jamboree chairperson.
Kroger Card/Dining Fundraisers/Rebates – This position coordinates the publicity for linking the
memberships’ Kroger cards to our school account and organizing dining fundraisers at local
restaurants. This position also researches rebate programs for our school.
Message Marquee/VOE VIPs (School Signage) – This position coordinates the selling of marquee
messages. One side of the marquee is sold at the Auction or the Fall Social Fundraiser, and the other
side is sold by email and lottery, if necessary. This chairman works with the chairman in charge of
the marquee to make sure the messages are displayed correctly and in a timely manner. The VOE
VIP items are sold at the Auction or the Fall Social Fundraiser. Examples of VOE VIP items are
parking spaces, front row seats at school events, skip to the front of the line at Family Supper and
naming of bus/car drop off/pick up drives. This is a position that can be held by co-chairs who evenly
divide the tasks.
*Membership – This person(s) is responsible for the paperwork and the collection of dues when
parents and staff join the PTA. This position reports the membership roster to the Texas PTA.
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Membership Lifetime Award – This position coordinates the Lifetime Award nominations
and presentations to recipients at the May general meeting.
Running for the Arts/SBEF Liaison – This is a district sponsored fun run that raises money for the
arts programs and art related field trips for the district. Please look for information about this event in
the spring. The Valley Oaks representative publicizes and signs up Valley Oaks’ participants for the
fun run. This chairperson also serves as a liaison to the Spring Branch Education Foundation.
*Sally Foster (Fall Product Fundraiser) – For the past several years, the students of Valley Oaks
have sold wrapping paper and other products from Sally Foster. A Sally Foster kick-off event will be
held in September. Look for this information at the beginning of school. This position coordinates
this fundraising effort. This is a position that can be held by co-chairs who evenly divide the tasks.
*Spirit Store – This position designs, orders and sells VOE t-shirts and other VOE items for students
and parents to purchase at the Back to School Fair and throughout the year. This is a position that can
be held by co-chairs who evenly divide the tasks.
*Underwriting – The Underwriting committee is a new committee that coordinates the corporate
fundraising efforts for the entire school year. This chairman solicits and secures corporate donations;
then, works with the Directory and event chairs to recognize those sponsors at PTA events
throughout the year. This is a position that can be held by co-chairs who evenly divide the tasks.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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PTA Sponsored – Communications
Bulletin Board – This position decorates the PTA bulletin board with current information about PTA
events and happenings.
*Directory – This position organizes and compiles the contact information of the students of Valley
Oaks (with the parents’ permission). It also includes a class roster, yearly calendar and more. This is
a position that can be held by co-chairs who evenly divide the tasks.
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Directory Ad Sales – This position sells advertising and collects monies from those sales to
offset the cost of printing the directory.
*E-Communication/Web Content – This position sends out e-blasts to the parents at VOE and
coordinates website content with the Webmaster.
*Eagle Eye Newsletter Editor – This position compiles and formats articles for the monthly
newsletter that is usually issued on the first of the month.
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Eagle Eye Distribution - This position copies and distributes the newsletter to the teachers
and makes extra copies for the front office.
Eagle Eye Translation - This position translates the newsletter to Spanish.
Marquee – This person is responsible for changing, and keeping current, the information the on the
school’s marquee. This is an important form of communication about the school’s events.
Webmaster – This position works with the E-Communications/Web Content chairman to keep the
PTA website up to date.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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PTA Sponsored - School/Faculty Programs & Community Support
5th Grade Event – This position coordinates an end of the school year, off-campus event to
celebrate the end of elementary school for the 5th graders.
*Back to School Fair (BTSF) – This event is held before the beginning of the school year. It is
traditionally held the Thursday before the first day of school. At the BTSF, parents can purchase
school supplies in pre-packaged packs, VOE Spirit Store items (t-shirts, baseball caps, etc.), VOE
directories and yearbooks and join the PTA. At the event there is information available on the bus
schedule, the online payment website for the school lunch program, and several after school
programs. There are tables set up by various PTA committees that need volunteers and other relevant
organizations such as: PTA membership, RIF (Reading is Fundamental), Book Fair, Fall Social
Fundraiser or Dinner and Auction, Family Supper, Beautification/Grounds Improvement, Spring
Jamboree, Boy & Girl Scouts, 5th Grade Event and Hospitality, just to name a few. This position
organizes the school supplies and puts on the BTSF event. This is a position that can be held by cochairs who evenly divide the tasks.
Book Swap – This position coordinates an annual book swap in the spring where students bring in
gently used books and swap for “new to them” books just in time for summer reading. This chairman
also buys new books from Scholastic for upper level book distribution and oversees the donation of
extra books to students in need.
*CIT Liaison – The “CIT” is the Campus Improvement Team is a group of parents, teachers and the
principal who work together on the Campus Improvement Plan (CIP) and discuss campus agenda
items month to month. The Liaison reports to the PTA any news from the CIT.
*Family Supper – This position coordinates the set up, food, entertainment and ticket sales for this
all-school, evening event. This is a position that can be held by co-chairs who evenly divide the tasks.
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Teacher Adventure Raffle – This position works with teachers at each grade level and the
specialists to host special events for some lucky children. Tickets to win one of these events
are sold and the winners’ names are drawn at the Family Supper. Past events have included a
student vs. faculty dodge ball game and a cookie decorating party.
Food Drive – This position coordinates a fall, canned food drive for our local school and community
food pantries.
*Hospitality – This position oversees quarterly luncheons to honor teacher and staff birthdays, a
Welcome breakfast for the teachers at the beginning of the school year and a special winter holiday
lunch. During Teacher Appreciation Week in May, the position also coordinates events to honor our
teachers with special surprises each day. This position also organizes cookies for each of the four
PTA general meetings. This is a position that can be held by co-chairs who evenly divide the tasks.
Lost and Found – This chairperson reviews the lost and found items once a month. The items
whose owner cannot be identified are placed on the stage. Any items not claimed are washed and
given to a local charity for distribution.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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New Parents – This position helps parents new to our school transition to VOE. It is usually
someone who has older kids to help new parents navigate the ins and outs of our school. This position
hosts a social event for new parents and students in the summer, mans an information table at the
Back to School Fair and communicates with new parents about upcoming events.
*Outreach Within – This position works with the school counselor to assist VOE families in need
and helps equalize the classroom experience for all children. This position helps coordinate the VOE
room moms and organizes an annual coat drive. This position also assists with any emergency needs
of VOE families and works with room moms to have balanced parties and classroom experiences.
This is a position that can be held by co-chairs who evenly divide the tasks.
Recycling – This position encourages children to recycle juice pouches and plastic bottles in the
cafeteria, coordinates recycling events and works with teachers to train children how to recycle in the
classroom.
*SBISD Council of PTAs Representatives – These representatives attend SBISD Council of PTAs
meetings.
Science Center – The chairperson helps to keep the science center stocked and organized for the use
of the classes.
Student Council – This chairman serves as a liaison between the board and the student council
coordinators. This chair also coordinates a Student Council sponsored booth at Jamboree with money
in the Student Council PTA budget.
Teacher Resources – This position oversees the teacher resource budget. Teachers are reimbursed
up to the amount designated by the PTA for teaching resources. This chairman works with teachers
to collect receipts and issue reimbursements in a timely manner.
Volunteers in Schools/Office – This position reports unlogged (home) volunteer hours to the district
each month and helps coordinate volunteers for the front office. These front office volunteers are
needed to help supplement office positions that were lost due to recent, district budget cuts.
*Yearbooks – This position coordinates the selling and publishing of an annual yearbook. This
chairperson recruits grade level chairs to submit photos and build book pages for each grade. This
position also sells dedication pages in the yearbook to offset the costs of publishing.
Teacher Representatives – These teachers represent their respective grade levels for the PTA and
submit articles for their grade levels to be published in the Eagle Eye newsletter.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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PTA Sponsored – Enrichment Programs
*Beautification/Grounds Improvement – This position utilizes funds and volunteers to make sure
our campus has an inviting interior and exterior. This is a position that can be held by co-chairs who
evenly divide the tasks.
Classroom Enrichment Volunteer Coordinator – This position is designed to coordinate parent
volunteers to bring art or science experiments into the classrooms on a monthly basis. This is a
position that works with a teacher that coordinates the science experiments and the curriculum.
*Cultural Arts Programs – This position works with the school administration to identify the types
of cultural programs (music, theater, science or history) needed, identifies artists, makes necessary
arrangements, and coordinates activities the day of the presentation. Past events have included Opera
to Go, Children's Express Theatre, and the Museum of Natural Science, just to name a few.
Environmental Awareness – Texas PTA created this program in an effort to expose families to the
benefits of nature education, open green-space and more. The goal of the program/contest is to
encourage students to become aware of environmental issues and to creatively express these issues to
others. In the spring, the Texas PTA sponsors an Environmental Awareness contest. This position
coordinates the local Environmental Awareness contest and awards for our school.
Odyssey of the Mind – OM is an international educational program that provides creative problemsolving opportunities for students from kindergarten through college. Team members apply their
creativity to solve problems that range from building mechanical devices to presenting their own
interpretation of literary classics. This position coordinates the VOE teams.
Parent Education – This committee plans speakers and events designed to enrich and inform parents
regarding parenting and raising children.
Reflections – The National PTA Reflections Program is an arts recognition and achievement
program for students. The Reflections Program provides opportunities for students to express
themselves creatively and to receive positive recognition for original works of art inspired by a preselected theme, while increasing community awareness on the importance of the arts in education.
This position coordinates the Reflections contest and awards for our school.
*RIF (Reading is Fundamental) – RIF is a national program created to encourage children to read.
Three times a year, the PTA allows students to choose a new book to take home as their own. Our
PTA provides the funds to pay for the books, and the RIF Committee distributes them to the kids.
RIF also puts on reading challenge incentives every fall and spring to encourage the students to read
more at home. This position coordinates the purchasing and distribution of these books. This is a
position that can be held by co-chairs who evenly divide the tasks.
Visiting Authors – This position arranges for authors of children’s books to visit Valley Oaks and
speak to the students a few times a year.
*Denotes a voting position.
All committees must submit any and all communications and flyers to the president for approval before distribution.
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