LBI PTA COMMITTEE CHAIRPERSON LIST 2016/2017 (Updated 8/29/2016)
After School Activities need at least one more volunteer : Ceci Morillo
Audit Committee Jill Falletta Sue Gadsby Susan Hughes
Big Help Kelly Anderson
Book Fair Ann Kahl (LBI) Jen Posch
Box Tops/Labels Jess DiNapoli
Canvas & Cocktails Need Chair for this. Fall and Winter dates TBD
Clothing Drive Lara Addiego Kelley Nasti
Cultural Arts Ann Kahl
Directory Sue Vilardi
EJ Garden Farmers Market- need volunteer
Field Day Lara Addiego
Hospitality Karen Beetel
Membership Judy Meehan
Oktoberfest Auction Night 1) Event + Auction Committee – Jen Posch, Karen Vaughan, Sue Vilardi 2) 50/50 Raffle – Chris Conrad 3) Food & Venue – Sabrina Bonner, Karen Vaughan 4) Raffle & Bank Sabrina Bonner 5) Class Baskets Stephanie Randel, need two more volunteers 6) Silent Auction need at least two volunteers
Preschool Liaison Robin Tilton
Room Parent Chairperson Stephanie Randel
Scholarship Shelley Smith Brianne Meehan
School Portraits Kelley Nasti
6th Grade Day at the Bay need at least two volunteers
6th Grade Graduation School
Spirit Wear Sherry Roth Sue Vilardi
Sweetheart Dance Sabrina Bonner
Thundering Surf Fundraiser- need at least one more volunteer Note:(Post to Facebook) Darcy Kolodziej
Teacher Liaison Shelley Smith Chris Conrad
Teacher/Staff Appreciation Ceci Morillo(EJ) Judy Meehan (EJ) Need at least one volunteer for LBI
School Tiered Sponsorship Fundraiser Collette Southwick Karen Vaughan
Webmaster Ann Kahl
Yearbook Michele Guerriero Kelley Nasti Martina Donahower
PTA Committee Descriptions
The fall Book Fair is mid October in both schools (2 separate Scholastic fairs) and runs 7 days (2 preview days and 5 sale days) plus one day before and one day after for set-up and clean-up. For about 4 weeks prior responsibilities include: recruiting book fair helpers, making a schedule, completing and using the online Scholastic Toolkit, printing flyers to announce and promote the fair, learning the register scanner, distribute wish lists, schedule preview day and time for students and schedule parent helpers for preview day, complete building use request, get student labels for free books, give staff preview schedule. After Book Fair, complete the Scholastic financial reports online and deposit all money and send check to Scholastic.
The spring Book Fair (end of Feb. or March) is one sales day that is run during a school event
This is a year-round position. Box Tops for Education and Labels for Education are 2 different companies with different submission dates and promotions. Box Tops rewards schools with a check and Labels rewards schools with merchandise from their catalog. The first Box Tops submission is due Nov. 1 and the second submission for the year is in the spring. Every month, the collected Box Tops and Labels have to be separated then counted in groups of 50 for Box Tops and separated and counted according to point value for Labels. Labels has a bonus submission of Dec. 31 and another bonus submission by June 1. Students receive a small prize each month for handing in Box Tops and Labels so you have to keep track of the students who participate. Submissions must be mailed and postage will be reimbursed by the PTA.
Cultural Arts schedules the PTA sponsored assemblies for the school year. Most of the work is in the fall and includes reviewing companies and price evaluations. Most assemblies can easily be booked through email but may require phone calls to schedule and confirm and review details. For each assembly, a certificate of insurance must be obtained. Assemblies can be coordinated with the school monthly themes. You must work with the schedules of both schools to see what is best. There is a Cultural Arts budget.A PTA representative must be present at all assemblies.
Get list of 6th grade graduates of LBI school who are now graduating Southern from Linda Ingling. Email list to Cheryl Barrett at Southern and she will send you the list of students who have applied for LBI PTA scholarship. Select recipients for both scholarships both male and female. Keep this info confidential. Attend Scholarship breakfast. Provide selections to Cheryl Barrett at SRHS. Print postcards for students and present to them at the ceremony at SRHS. Get T-shirts from Field Day Chairperson to give to them at 6th grade graduation. Have treasurer print checks for each student and mail to SRHS and they will distribute once proof of tuition is provided.
PTA Membership Chair:
1. Coordinate and direct activities of the membership programs.
2. Plan and conduct membership enrollment efforts.
3. Man the table for “Back to School Night” and other PTA events. Have a supply of membership forms so parents and teachers can fill them out and submit to you along with their dues.
4. In November follow-up with all parents and teachers who are not PTA Members via inter-office mail.
4. Be responsible for the distribution of, and the accounting for, all membership cards.
5. Maintain accurate membership records. (Excel Spreadsheet format provided from 2011-2012 school year)
6. Receive membership dues and deposit once a month/every month by the 15th.
7. Submit the monthly paperwork (4 Form Pages) along with deposit slips for that month to the treasurer prior to the 15th of every month.
8. email each month an updated PTA Membership List to the PTA President, PTA Recording Secretary and PTA Treasurer.
8. Print PTA Membership Cards, group them per grade/teacher and drop them off to the two schools and place them in the respective teachers mail area.
9. Return unused PTA Membership Cards by June 15th.
Former Chair will be available to assist in the transition for the new person taking over the 2012-2013 PTA Membership Chair.
Distribution of small items at Back to School and December holidays, and coordinating “Teacher Appreciation Week” in May with breakfast and lunch as well as “gifts” for the teachers all week.
The Big Help:
The Big Help is a food pantry collection project the PTA sponsors to support the St. Francis food bank. Send out an email via PTA blast in early December. Send home a flyer. Collect foods at a given date and drop off at St. Francis.
Coordinate design of Field Day t-shirts with PE teachers. Send home order forms for t-shirts. Collect and collate all order forms to enable order and purchase of t-shirts by grade.
Coordinate volunteers to come in for Field Day and help at stations, both at EJ and at LBI school events. Purchase popsicles and/or other supplies for theme and students.
As a room parent, you are the liaison between the teacher and other parents in your student’s classroom. It is essential to have contact information, as you will be sending requests to the parents throughout the year. Each month there is a birthday celebration for students born within that month. As room parent, you must contact the families of the birthday child and ask them to bring in the following:
1 healthy snack, 1 sweet snack, a beverage and paper goods for the class. Once coordinated, you supply this information to the teacher and the parents will send in their choices. Holiday celebrations are run in a similar manner. You will be requested to find chaperones for school field trips and events such as Read Across America. The best policy is to offer the position to all families at the same time (usually via flyer sent home in students’ backpacks) and accept volunteers on a first come, first serve basis.
Each month, please contact families of the children who have birthdays in that month in order to coordinate, with the teacher, a snack and beverage for their celebration.
SEPTEMBER — Provide refreshments for Kindergarten orientation and Back to School Night at EJ and LBI schools such as bottled water and prepackaged snacks such as pretzels, trail mix, crackers.
DECEMBER — Provide a $25 gift card for Mr. Cotov, Mr. Gross, and Mrs. Benjamin as a thank you for their effort on Holiday concerts. We usually tried to present something at each school, even if it was just an additional card at one school as a token of appreciation.
SPRING — Provide a $25 gift card for same as above for Spring concerts at EJ and LBI schools.
JUNE — Provide a $25 gift certificate for each secretary as a thank you. Provide gifts for employees retiring from the district.
Used Clothing and Toy Fundraiser:
1) Pick a date for fall and spring
2) Contact A& E Corp. to secure the date @ 732-396-0357
3) Make a flyer
4) Advertise and Market the date
* Hang flyers in school and throughout the community
* Put flyer on virtual backpack
* Radio Stations
5) Set up signs
6) Arrive early day of Drive and collect bags from cars – hand out Tax Receipts
7) Keep track of # of bags
8) Call to get approximate arrival time of truck.
9) Load Truck
10) Call and verify amount of check.
Editor: This person chairs the whole project, makes sure all aspects are completed for production, puts the yearbook together online via entourage yearbooks and edits it to make sure all students/staff/teachers are included.
6th Grade yearbook club parent: (parent would be in charge of 6th graders to meet afterschool or at recess throughout the school year to take pictures, help build pages online via entourage and do creative designing with the students)
Yearbook Sales: Parent would be in charge of keeping an excel list of all orders received (first name, last name, HR, paid?, ect.) and collecting the money and making deposits for the PTA. Also in charge of distributing the yearbook at the end of the school year, making labels based off the excel spreadsheet and separating yearbooks by class seems to be the best way. 6th grade gets the yearbooks for free and they always get it the day before all other students.
Class Photos: Make sure a CD is received by the school photographer including all grades, class group photo’s and clubs. Send the CD(s) to the editor to upload onto entourage.
Tasks that also need to be done (can be assigned to one person or several):
- Uploading on PTA website &/or printing/distributing greeting and order forms
- Soliciting pictures from all teachers for a better collection of pictures (all year do this)
- Towards April, collect a list of all staff and students and make sure you have pictures of everyone.
- Have a parent go into at recess throughout the year to take random pictures.
- Pictures needed from assemblies/class trips
- Obtain a list of all staff and students from Mrs. Miller (once in fall and again in March for any changes)
- Get BOE & PTA ex board pictures in early spring
- Work with Mrs. Benjamin in the fall to start the yearbook cover & back cover – this is the first thing that will be due for the yearbook.
- 6th Graders “All About Me” survey- send out by Feb.
- hand out forms for to the 6th graders
- take an individual picture of each 6th student for the pages
- Make sure the parent signs each form for approval
- 6th Grade Baby Pictures – Send out in Feb.
- Send notice home requesting baby pictures with due date
- Scan each picture at home and put it into a file on your computer
- Once you have ALL pictures, make a copy of the file with a list of who’s who’s and send it to the 6th grade teachers so they may use it for graduation.
- When you do the yearbook, number each picture and put the answer key in the back of the book
- Get a group shot of the graduation 6th grade class in the spring
- When you have the “people page” (individual /class pictures) done print out a copy and send it to each teacher for revisions. Should be done in April.
- Designate a person to get pictures of the bus drivers, aides, bus aides, custodians, and all secretaries so they are not forgotten!
- Ideally you should have the first draft of the yearbook DONE by early April. Then you can request a printed copy of it to review before final production.
Greetings: To assist the Yearbook Chairperson by requesting, receiving and typing out yearbook greetings. Requests are to be sent to all families of LBI School students, teachers and staff to backpack yearbook greetings and payment to your child, ie. Please backpack to John Smith in room 4D. Greeting requests should include Student name and teacher, Parent Name and contact number, price and greeting. It’s best to send a second reminder, in case parents don’t recieve the message the first time around. You will get many messages and payments. I kept all messages until the document was sent to the Yearbook chairperson. I found it was best to create a document draft in my email and keep separated greetings that were paid from those that still require payment. Some parents need a phone call reminder to send in payment. I keep all payments in an envelope until all greetings are received and paid. When ready, obtain a deposit slip from the PTA mailbox and fill out the deposit form as well as slip for the bank. You will need the PTA endorsement stamp for any checks, which can be obtained by contacting Trish McDougal, PTA treasurer. Make the deposit at TD Bank in Beach Haven Terrace. Spell check your email document for any grammatical or typographical errors. Contact the family if any of the greetings are unclear (sometimes people use uncommon nicknames that may have an unusual spelling). Be sure that all greetings are in the same format. This is an example of the format I used:
John Smith – Congratulations, John! We are so proud of you! Love, Mom and Dad (notice the word “and” is typed)
This will make it much easier for the Yearbook Chairperson to change fonts, et al. when adding greetings to the yearbook final product.
If you have any questions about PTA committees, please contact a member of the PTA Executive Committee.