PTA Roles & Responsibilities

To learn more about our current Board of Directors, click here!

ELECTED OFFICERS’ RESPONSIBILITIES

President (2020-2021 school year: Lauren Stroupe, ELEPTAPresident@gmail.com)

  • Manages overall objectives and strategies of the PTA.
  • Acts as liaison between parents and principal/staff.
  • Presides over meetings of the Board of Directors, committees, and general membership.
  • Works closely with the other members of the Board of Directors, committee chairs, and committee coordinators to execute PTA programs, events, and services.
  • Creates budget with Treasurer and serves as one of three check signers.
  • Attends ELE School Leadership Team meetings as an Ex Officio member.

Treasurer (2020-2021 school year: Becky Ard, ELEPTATreasurer@gmail.com)

  • Serves on Board of Directors and performs duties as requested by the President.
  • Creates budget with the President.
  • Maintains current and accurate records of all receipts and disbursements of the PTA , and makes all financial records available for inspection and review by the audit committee.
  • Prepares and distributes all disbursements, ensuring adherence to the budget adopted by the PTA; serves as one of three check signers.
  • Prepares and presents a budget report for each PTA meeting, keeping the Board of Directors and general membership aware of the PTA’s financial position.
  • Prepares a year-end financial report and submits that report to the incoming President, Treasurer, and Audit Committee.
  • Prepares and files the annual tax return.
  • Ensures compliance with tax, regulatory, non-profit, and insurance laws.
  • Delegates responsibilities to the Finance Committee as needed.

Secretary (2020-2021 school year: Libby Fuller, ELEPTASecretary@gmail.com)

  • Serves on Board of Directors and performs duties as requested by the President.
  • Emails meeting reminders to Board of Directors and PTA members as required.
  • Records attendance and meeting minutes at all PTA meetings.
  • Distributes minutes for approval at next scheduled meeting.
  • Maintains records of all approved minutes.
  • Maintains records of important PTA documents.
  • Serves as one of three check signers.

VP Fundraising (2020-2021 school year: Danielle Banks, ELEPTAFundraising@gmail.com)

  • Serves on Board of Directors and performs duties as requested by the President.
  • Coordinates the All for One Fund campaign (annual fundraising campaign) to generate donations from families.
    • Prepares presentation for the AFO campaign kickoff.
    • Prepares AFO brochure/flyer.
    • Coordinates the Change Wars and Spirit Week activities.
    • Maintains records of all donations and matching gifts.
    • Collects all incoming monies and submits deposits to Finance Committee Chair.
    • Sends tax donation letters.
  • Serves as Board of Directors contact for all other fundraising-related committees.
  • Provides updated content for Fundraising section of PTA website to Website Coordinator.

VP Programs & Events (2020-2021 school year: Ashley Conner, ELEPTAEvents@gmail.com)

  • Serves on Board of Directors and performs duties as requested by the President.
  • Coordinates family/community events including:
    • Family Fun Night (Fall)
    • Hawkfest (Spring)
  • Coordinates all other special events, as determined by Board of Directors.
  • Collects all incoming monies related to events and submit deposits to Finance Committee Chair.
  • Serves as Board of Directors contact for other special event-related committees.
  • Provides updated content for Programs and Events section of PTA website to Website Coordinator.

STANDING COMMITTEES

(Standing committees have responsibilities 12 months of the year and/or are specifically required by our PTA Bylaws. The chair of each standing committee serves as a member of the Board of Directors.)

Advocacy Committee (2020-2021 school year chair: Chanda Green, ELEPTAAdvocacy@gmail.com)

  • Stays informed on issues related to the health and educational success of students.
  • Monitors and communicates state and local legislation that may affect ELE or CMS.
  • Coordinates activities and programs as needed relevant to advocacy issues.
  • Provides updated content for Advocacy section of PTA website to Website Coordinator.
  • Chair serves on Board of Directors and performs duties as requested by the President.

Audit Committee (2020-2021 school year chair: Laurie Moore, ELEPTAAudit@gmail.com)

  • Is comprised of no fewer than three members (individuals with check signing authority and their family members may not serve on the audit committee, nor may the outgoing or incoming Treasurer or Finance Committee Chair).
  • Responsible for monthly and year-end audits and financial reviews as required by PTA Bylaws.
  • Chair serves on Board of Directors and performs duties as requested by the President.

Finance Committee (2020-2021 school year chair: Amanda Molbert, ELEPTAFinance@gmail.com)

  • Deposits all PTA funds into the PTA bank account, maintains a record of deposits, and sends a report of deposits to Treasurer including revenue account, date, and amount.
  • Makes all deposit information available for inspection and review by the audit committee.
  • Maintains record of PTA membership and submits membership information to NCPTA.
  • Provides teachers with (2) PTA Envelopes for submitting PTA paperwork/funds.
  • Serves on Board of Directors and performs duties as requested by the President and Treasurer.

Nominating Committee (2020-2021 school year chair: Sarah Johnson, ELEPTANominating@gmail.com)

  • Serves on Board of Directors and performs duties as requested by the President.
  • Is comprised of an odd number and at least three members (at least two committee members must be Board members, and at least one committee member must be a PTA member who does not serve on the Board of Directors. Neither the President nor the principal may serve on the nominating committee.).
  • Throughout the year, identifies individuals who could serve as elected officers.
  • Before the last general membership meeting of the fiscal year, prepares a slate of nominees for officers to serve on the Board of Directors for the coming year. An election is held on the last general membership meeting of the year.

SPECIAL COMMITTEES – CHAIR RESPONSIBILITIES

Art By Me (2020-2021 school year coordinator: Caroline Chambers)

  • Works closely with the art teacher(s) to coordinate our annual Art By Me fundraiser.
  • Coordinates with the ABM company to obtain promotional materials and order forms.
  • Sets schedule of dates for artwork submission to company, receipt of “Tear and Share” postcards, order deadline, and receipt of completed orders.
  • Confirms schedule with art teacher(s), President and Principal.
  • Distributes all orders to classrooms.

Art Display (2020-2021 school year coordinator: Reyna Watson)

  • Coordinates the schedule of volunteers who assist the art teacher(s) by preparing students’ artwork for display around the school.

Beautification and Grounds (2020-2021 school year coordinator: VACANT)

  • Coordinates with ELE staff to organize school beautification days (at least before school begins and in the spring) to help maintain a welcoming appearance.

Beginners’ Night & Boo Hoo Breakfast (2020-2021 school year co-coordinators: Emma Tkach, Kehler Wilson)

  • Works with Principal and lead Kindergarten teacher and coordinates volunteers for welcoming kindergarten families to ELE at Beginners’ Night held in the spring.
  • Plans and coordinates the Boo Hoo Breakfast for kindergarten parents, held on the first non-staggered entry day of school for kindergarteners.

Book Fair (2020-2021 school year coordinator: Felicia Ahn)

  • Works closely with the media center specialist, and book fair company representative to schedule and run book fairs in the fall and spring. Book Fairs are our largest contributor to the PTA operating budget each year.
  • Sets up, advertises, decorates, runs, and tears down book fairs.
  • Coordinates volunteers and is present for the duration of the book fairs, including kick-off/wrap-up events.
  • During the book fairs, the chair must know the inventory; communicate at least daily with the book fair company to arrange restock orders; be available for questions/concerns of parents and teachers; run daily sales reports; and prepare bank deposits for the Finance Committee Chair.
  • The time commitment is significant during and leading up to the two book fairs we hold each year.

Copy Committee (2020-2021 school year coordinator: Erica Krebs)

  • Organizes and trains volunteers to make copies for teachers and support staff.
  • Works closely with secretary in front office.

Corporate Sponsors (2020-2021 school year coordinator: Lindsey Dasher)

  • Works to gain support of local businesses through financial donations.
  • Maintains records of all sponsors and donations.
  • Ensures all sponsorship benefits are coordinated/completed for each sponsor.

Cultural Arts Program Coordinator (2020-2021 school year coordinator: VACANT)

  • Schedules and oversees cultural performances for student assemblies.
  • Attends Arts and Science Council preview and submits grant requests for performances.
  • Works closely with Administration to select performers and performance dates/times.
  • Attends performances to assists as required.

Field Day (2020-2021 school year coordinator: Stephanie Schoenen)

  • Works with PE teacher to coordinate and organize volunteers for Field Day for each grade level (held in spring).

Greeter Desk (2020-2021 school year coordinator: Amy Provissiero)

  • Coordinates the schedule of volunteers who staff the greeter desk in the lobby to admit visitors to the building, answer questions, assist visitors/volunteers with signing into LobbyGuard, etc.
  • Works closely with school secretary to coordinate additional volunteers on high-volume visitor days, like class parties and year-end events.

Hawk Dads (2020-2021 school year coordinator: Yjasming Kistner)

  • Organizes volunteers to assist in morning carpool/arrival and at family events, and as needed by ELE Administration.
  • Works with Beautification Committee on campus beautification projects.

Helpful Hawks Coordinator (2020-2021 school year co-coordinators: Kristin Hodgson, Jill McHaffie)

  • Organizes and supervises student service opportunities, like making pillows for Bright Blessings.
  • Works closely with ELE staff to organize and run the Servants with a Heart program.

Hospitality Committee (2020-2021 school year co-coordinators: Kim Ball, Mary Margaret Murray, Megan Nurkin)

  • Organizes the back-to-school luncheon, winter staff cookie swap, staff “souper” bowl, staff appreciation week activities and luncheon, and end-of-year luncheon.
  • Coordinates refreshments for monthly staff meetings.
  • Prepares refreshments for Fifth Grade Graduation reception.

Learning Buddies (2020-2021 school year coordinator: Melanie Resnick)

  • Organizes volunteers to serve as learning buddies for students who need extra help in the classroom.
  • Facilitates skills survey for potential volunteers and coordinates volunteer training to be led by ELE staff.

Lost and Found (2020-2021 school year coordinator: Christa Sumwalt)

  • Organizes and monitors the Lost and Found area.
  • Submits Mini News and Social Media articles when appropriate to remind students and parents to check for lost items.
  • Works closely with the office staff to donate all unclaimed items to charity.

Media Center (2020-2021 school year coordinator: VACANT)

  • Coordinates and schedules volunteers to work daily in the media center as shelvers and circulation desk assistants.
  • Works closely with media center staff to complete other projects as needed.

Mini News (2020-2021 school year coordinator: Luisa Salazar)

  • Coordinates all aspects of publication of the weekly e-newsletter, including managing article submissions and distribution.

New Families Mentoring (2020-2021 school year coordinator: Samantha Zierler)

  • Coordinates the volunteer efforts dedicated to welcoming families who have transferred to ELE.
  • Is available via email or phone to answer questions for newly transferred families.
  • Organizes the New Parent Night (held in the fall) for parents of 1st-5th graders who have transferred to ELE. Works with Principal and PTA President for format and agenda.

Retail Rewards & Restaurant Nights (2020-2021 school year coordinator: Aislin Reddin)

  • Promotes the community programs offered by Harris Teeter, Publix, and AmazonSmile through flyers and Mini News articles.
  • Schedules and promotes school spirit nights at area restaurants.
  • Promotes the new Box Tops program/app and help parents understand how to use it.
  • Collects Box Tops coupons (collected in each classroom) and submits twice a year, until physical Box Tops are completely phased out.

Room Parents Coordinator (2020-2021 school year co-coordinators: Bridget Martin, Uma Gosu)

  • Coordinates, trains, supports, and communicates with all classroom parents throughout the school year.
  • Provides updated content for Room Parent section of PTA website to Website Coordinator.

School Sign & Social Media (2020-2021 school year coordinator: Kristin Fletcher)

  • Updates the marquee at the school’s entrance to reflect upcoming school events and programs.
  • Posts updates about school news and events to the PTA Facebook page and Twitter account.
  • Works closely with President, Mini News, and Website Coordinator for information.

School Store (2020-2021 school year coordinator: Felicia Ahn)

  • Coordinates all aspects of school store operation, including ordering inventory, scheduling store volunteers, and submitting cash deposits to Finance Committee Chair.

School Supply Packs (2020-2021 school year coordinator: Sarah Blackwell)

  • Coordinates the school supply pack contents with teachers.
  • Manages the packs pre-sale in the spring.
  • Maintains accurate record of sales, reconciles with supply pack company and submits all invoices to the Treasurer for payment.
  • Distributes the packs to classrooms prior to Open House in the fall.

School Tours (2020-2021 school year coordinator: Samantha Zierler)

  • Coordinates and trains volunteers to lead school tours to prospective parents during open houses and during regular school hours.

Spirit Wear (2020-2021 school year co-coordinators: Jessica McAllister, Melissa Wisor)

  • Coordinates the design, sale, and distribution of school apparel at Open House,  as well as winter and spring sales.
  • Collects all incoming monies not collected online and submit deposits to Finance Committee Chair.
  • Maintains accurate record of sales, reconciles with apparel company, and submits all invoices to the Treasurer for payment.
  • Organizes and distributes apparel to students as required.

Thomasboro (2020-2021 school year co-coordinators: Danielle Banks, Janelle Davis)

  • Coordinates the partnership with our sister school, Thomasboro Academy.
  • Organizes donation drives, make-it days, and the reading/lunch buddy programs.
  • Provides breakfast to Thomasboro staff during National Staff Appreciation Week.

Website Coordinator (2020-2021 school year coordinator: Dana Xiao)

  • Maintains the PTA website and updates forms, documents and links as required.
  • Publishes the online store offerings, maintains the data and purchase entries for items, and distributes information to appropriate PTA officers or committee chairs.
  • Maintains the data and purchase entries for Back-to-School and AFO online forms, and distributes information to appropriate committee chairs and PTA officers.

Yearbook (2020-2021 school year co-coordinators: Janelle Davis, Amy Provissiero)

  • Works closely with yearbook company and PTA President to coordinate yearbook sale.
  • Collects all incoming monies, if not paid online, and submit deposits to Finance Committee Chair. Maintains accurate record of sales.
  • Coordinates with ELE and yearbook staff (4th and 5th grade students) on all aspects of yearbook production – taking and soliciting candid pictures, designing the layout, preparing for professional printing, sales and distribution.