President

The President will manage the operations of the PTA Unit. The president serves as the presiding officer of the Local PTA and presides over the executive board and general membership meetings. It is the president’s responsibility to be well prepared. The president distributes all materials to the appropriate officer or committee chair. The president directs the affairs of the association in cooperation with the other members of the board for a two-year term (unless otherwise stated). The term begins and ends at the close of the school year, as specified in the Local PTA bylaws. Participation and cooperation secured from officers, committee chairs and members will determine the success of the administration.

1st VP of Programs

The VP Aide will assist the President in meeting preparation and communications with the Board. The VP Programs role involves researching and booking programs/events. This job is done in coordination with the CCBMS Administration and PTA President.

2nd VP of Memberships

The VP Membership will recruit members and maintain Membership data throughout the school year. This includes:

  • Coordinate events such as back to school drive and staff recruitment drives
  • Collect and submit Membership payments.
  • Pay Council and National Dues annually
  • Report to Texas PTA regularly
  • Apply for Texas PTA Membership Awards
  • Recruit and Chair the Lifetime Member Committee

3rd VP of Volunteers

The VP Volunteers will recruit, schedule, and manage volunteers for the PTA. This person will work closely with Chairs and Coordinators to determine volunteer needs for all PTA events throughout the school year and use the PTA website to post signup forms and communicate with volunteers. The VP Volunteers will work with the Nominating Committee (typically February) to determine which Board positions will need to be filled for the following school year. Also assists the Librarian with coordinating volunteers for the Book Fair. 

 4th VP of Fundraising

The VP of Fundraising will manage the fundraising/income for the PTA. This person is responsible for overseeing all aspects of fundraising or income-producing aspects of the CCBMS PTA including:

  • Spirit Wear- Manage the design and ordering of spirit wear.  This typically takes place in the summer.  Coordinate spirit wear sales and track inventory. 
  • Fall/Spring Events 
  • Fundraising efforts (i.e., Amazon Smiles, Kroger Rewards, etc.)
  • 8th Grade Dance 
  • Valentine's Day Gram Sale

As there is an individual Chairman for each of these areas, the VP of Fundraising will make sure these Chairs have their budgets & Plans of Work turned in at the beginning of the year and oversee those budgets throughout the year.  This position will oversee all fundraising events throughout the year and assist where needed.   Also, will attend all board and general meetings and give reports for any of the areas that are not available to attend.

Secretary

The Secretary will take minutes at each meeting and maintain a notebook containing the minutes and financial documents for the PTA. Typically requires up to 3 hours per month for composing minutes and maintaining the Secretary notebook, in addition to meeting attendance.

Treasurer

The Treasurer will manage the budget and financial documents for the PTA. Must work closely with the President on these tasks and must attend all Board and General PTA meetings.

  • Study all references to duties and finances in the PTA bylaws and standing rules.
  • Keep an accurate and detailed account of all monies received and disbursed.
  • Keep on permanent file the PTA Employer Identification Number (EIN) assigned by the IRS, and the sales tax permit assigned by the Texas Comptroller’s office, if one has been acquired.
  • Present a financial report at membership meetings and executive board meetings. The beginning balance of the treasurer’s report must coincide with the ending balance from the previous meeting. If the PTA has more than one bank account, a separate financial report is prepared and presented for each account at both the executive board and membership meetings.
  • Make timely deposits to a financial institution approved by the executive board of the association, and in a bank account in the name of the PTA.
  • Reconcile monthly bank statements as soon as received from the assigned reviewer.
  • Make disbursements following the budget adopted by the association membership. Bills should not be paid in cash. Checks cannot be written unless sufficient funds remain in the budget category to cover the expenditure. If not, a budget amendment must be approved by the membership before issuing the check.
  • Ensure that members’ names and the Texas and National PTA portions of the dues are sent to the Texas PTA State Office monthly.
  • Maintain a list of assets (i.e., popcorn or snow cone machine, cash register, computer) owned by the PTA.
  • Submit to the Financial Reconciliation Committee all required materials on time.
  • Complete and file the appropriate 990 forms on or before four and one-half months after the fiscal year ends. If authorized in the budget, a professional may be retained to prepare the 990 for the association.
  • Upon leaving office, provide a detailed report of all fundraisers conducted in the current sales tax reporting period (annual or quarterly).

Parliamentarian

The Parliamentarian will assist the PTA President with the proper execution of Roberts’ Rules of Order during PTA Meetings, assist the President with following our PTA bylaws and standing rules, answer questions about the procedure if someone is unsure, but do not offer thoughts or opinions. Also responsible for bylaw and standing rule review and revision if needed. Must work closely with the President and must attend Board and General PTA meetings.

Council Delegate

The Council Delegate will attend Garland ISD Council PTA meetings as the CCBMS PTA Representative and report pertinent information back to our local unit.

Communications Coordinator

The Communications Coordinator will:

  • Maintain and update Website (as needed and as people send new info/pics)
  • Maintain and update online calendars.
  • Update and maintain the PTA Facebook page (send reminders, updates, and info).
  • Assist with online form creation and editing as needed. (Volunteers VP and others can assist with this.)
  • Attend Board and General Meetings

Important information: 

  • This person needs to be able and willing to communicate with CCBMS office staff and PTA President.
  • This job can be done from home on your own schedule provided the consistency of communication is maintained.
  • The busiest time for the year will be over the summer as the website is updated for the following year, new forms are prepared, advertising is needed for back-to-school events, etc.
  • Must work closely with the President on these tasks and must attend Board and General PTA meetings.

Hospitality Chairpersons

The Hospitality Chairs will manage luncheons, food, and baked goods the PTA provides for the teachers, and at various other events. Some of the events include back-to-school breakfast or lunch the week before school starts, Teacher Appreciation Week (which includes one luncheon for the week and a treat of some kind each day), and a winter/holiday treats/luncheon. In the months that we do not do a luncheon, we try to do something smaller (for example snacks and soda for their staff meeting). Hours will vary depending upon the type of event. Teacher Appreciation Week in May is the most time-consuming event of the year.

Community Liasion

The Community Outreach Chair is responsible for communicating with the Council representative to address district-wide needs, as well as collaborating with their local campus to address concerns on their own campus.

Socials Chairperson

The Socials Chairperson will manage the two student socials (fall & spring), including entertainment, ticket sales, and concessions.  This job is done in coordination with a committee including grade-level social coordinators and the volunteer coordinator.

Historian

The Historian captures, assembles, and preserves records of activities and achievements of the PTA. Completes and submits annual PTA awards to council/district PTA. Displays or presents a brief overview of PTA year at a meeting near the end of the school year.

PTA Committee Chair Descriptions

Grade Level Social Coordinators

Assist the Socials Chairperson in the planning and preparing of fall and spring student socials.

8th Grade End of Year Celebration Chairperson

The 8th-grade end-of-year coordinator will manage the planning and execution of the celebration for the 8th-grade students.  This job is done in coordination with a committee and the CCBMS Administration.