Deerwood Elementary PTA

Executive Board Position Descriptions

2024-2025

OFFICERS

President
The President oversees the work of the officers, chairs, coordinators and committees of
the association, appoints coordinators, and other positions as provided in the Bylaws
and Standing Rules. The President will; preside over all meetings of the association.
Supervise all Officers, Chairs, Coordinators and Committees. Serve as a member on all
committees. Serve as primary contact between board members and school
administration. Update PTA school bulletin board weekly as well as oversee management of PTA
website and social media accounts.

Vice President - Aide to President
The Vice President will assist the President in executing the duties of his/her office as
assigned. Plans August Dolphin Debut with the President and Ways & Means Officer.
Vice President will preside at meetings in the absence of the president, and record
meeting minutes in the absence of the secretary. Vice President is responsible for
organizing the Transition Luncheon in May. Vice President assists President in
maintaining the PTA school bulletin board, website, and social media accounts, as
needed. Vice President will assume the duties of the President in case of vacancy.
Must attend the monthly Board meeting on the first Thursday of each month at 10:30am
(during the school year).

Ways & Means
The Ways & Means Officer plans the August Dolphin Debut with the President and Vice
President. Leads a team of volunteers in planning the annual Silent Auction and Spring
Family Event. Oversees Spirit Wear Chair, Spirit Night Coordinator, Family Event
Coordinators, Silent Auction Coordinators, Classroom Basket Coordinator, Auction
Website Coordinator, and Flip My Yard Coordinators.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 2 hours per week. Busiest during Silent
Auction in October and Family Event in April.

Membership
The Membership Officer organizes fun and creative ways to recruit members for PTA.
Membership is a Chair for the Lifetime Membership Committee and the Nominating
Committee. Membership assists in creating sign up geniuses for volunteers, as needed
and is in charge of recognizing "Volunteer of the Month" and coordinating volunteer
thank you gifts/cards, as needed.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 2-3 hours per month, busiest during the
beginning of the school year.

Programs
The Programs Officer oversees all PTA Program Chairs and Coordinators. Ensures that
all program chairs and coordinators provide monthly updates for the Programs Officer to
report at executive board meetings. Oversees: Everybody Counts Coordinator, Night of
the Arts Coordinators, Reflections Coordinator, Boy Scout Liaison and Junior
Achievement Coordinator.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) 2 hours per month.

Teacher Liaison
Serves as liaison between the Deerwood Elementary administration, teachers, staff and
the PTA. This role is typically filled by a school Administrator.

Secretary
The Secretary records all meeting minutes and sign-in sheets. The Secretary maintains
the required documents of the association in accordance with our Bylaws and Records
Retention Policy. The Secretary presents previous meeting minutes at all executive
board and membership meetings. The Secretary is responsible for checking the PTA
mailbox monthly during the school year.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) 2 hours per month

Treasurer

Treasurer serves as chair of the budget and finance committee, maintains all PTA
accounting records, prepares required tax returns, makes disbursements and deposits
as needed, presents financial reports at executive board and membership meetings and
delivers the books and records of the PTA to the financial reconciliation committee at
the end of the school year. Treasurer oversees the bank statement reviewer and assists
with spirit wear sales at large school events.

Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) 3 hours per month

Parliamentarian
Parliamentarian should have a fundamental knowledge of the Vision, Mission,
Purposes, and policies of the PTA, a fair and impartial mind and attitude, as well as
knowledge of parliamentary procedure, and a thorough knowledge of Deerwood
Elementary PTA Bylaws and Standing Rules. The Parliamentarian advises presiding
officers on questions of parliamentary procedure and votes only when the vote is by
ballot. The parliamentarian ensures PTA meetings are properly conducted using
Robert’s Rules of Order Newly Revised in all cases to which they are applicable and in
which they are not inconsistent with the Bylaws.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) 1 hour per month

EXECUTIVE BOARD

Yearbook Chair
Yearbook Chair reports directly to the President and is a member of the executive
board. Yearbook Chair will provide monthly updates at executive board meetings.
Yearbook Chair creates and designs all yearbook pages. The Yearbook Chair conducts
the yearbook cover design contest for DWE students. Yearbook Chair helps coordinate
and execute yearbook distribution at the end of the school year.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) 3 hours per month, busiest in March (when
final pages are due) and May (yearbook distribution)

Communications Chair
The Communications Chair is responsible for compiling pertinent information relating to the PTA, and promoting PTA and school events. This includes developing a weekly DWE PTA Newsletter and sending out e-mails as needed. The Communications Chair will also oversee the Social Media Coordinator and the Website Coordinator to ensure that all of the PTA information channels are regularly updated.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 2-3 hours per week.

Hospitality Chair
Hospitality Chair plans fun and creative events to celebrate DWE teachers and staff.
Hospitality Chair coordinates Teacher and Staff Holiday gifts/event, Souper-Bowl,

Valentines, back to school luncheon, etc. Hospitality Chair helps organize "Adopt a
School" event, if assigned.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 3 hours per month.

Spirit Wear Chair
Spirit Wear Chair designs, orders, and maintains inventory of all DWE Spirit Wear and
merchandise. Spirit Wear Chair works with teachers to oversee and maintain the Spirit
Sticks program. Spirit Wear Chair maintains the online spirit store and establishes a
calendar for sales to be held before school, as needed. Spirit Wear Chair pulls and
delivers orders to the school with the help of Spirit Wear Assistants. Spirit Wear Chair
oversees all merchandise sales at school events (2-3 events per year).
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 4 hours per month. Busiest in July, August
and September.

Classroom Activities Chair

Classroom Activities Chair plans classroom parties for all grade levels (Winter Party in
December, Friendship Party in February, and Egg Hunt in April for grades K-2). The
Classroom Activities Chair will oversee six homeroom parent grade level leads.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 3 hours per month. Busiest in September,
December, February, and April.

Council Delegate
Council Delegates attend Humble ISD Council of PTA's regular meetings and submit a
summary report of each meeting to the DWE PTA President within a week of the
meeting date. Council Delegates will summarize the Council Meeting for Executive
Board Members at the DWE PTA monthly Board Meetings.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year) and the Humble ISD Countil of PTA
Meetings, once a month-TBA (during the school year). 3 hours per month.

Service Chair
Service Chair will present legislative reports at all Membership and Board Meetings, as
needed. Chair will provide members with contact information for elected officials, share
action alerts and encourage participation. Chair will engage and educate members on
important issues at the local, state and national level. Chair will plan any Parent/Student

Education & Advocacy Programs as needed. Chair will submit Advocacy blurbs to the
Newsletter Chair to be used in the PTA newsletter, as needed.
Time commitment: Must attend the monthly Board meeting on the first Thursday of each
month at 10:30am (during the school year). 1 Hour per month.

Library Chair
Coordinates library volunteers via Sign Up Genius throughout the year to assist the
librarian with checking out books, checking in books, shelving books, year end inventory
and other helpful tasks. Conducts training and orientation for new volunteers at the
beginning of the school year and as needed. Helps plan all aspects of the Book Fairs
(one in the fall, one in the spring), including assisting the Librarian and volunteers with
decorating the library, setting-up the book fair, and taking down the book fair. Assists
daily during book fair week, helping students shop and make purchases. Plans and
assists at an after school shopping event one night during each book fair.
Time commitment: Must attend Executive Board Meetings on the first Thursday of each
month (during the school year) at 10:30am. Busiest in September, November and
March. 2 hours a month, more hours during book fairs.