COMMITTEE CHAIR-PTA SUPPORT ROLE DESCRIPTIONS

There are many different ways you can volunteer to help with the M-A PTA.  We have the following Committee Chair roles. Chair and Co-Chair roles generally require more involvement with Administration, PTA, students and/or teachers and parent volunteers. Volunteer roles are generally a one time event that requires minimal time and a minimal number of parent volunteers.

SDMSC REPRESENTATIVE

Filled for 2021-2022

Represents PTA at the Shared Decision-Making Site Council meetings. The Shared Decision-Making Site Council (SDMSC) is comprised of staff, students, parents, and administrators who make policy decisions for the school.

  • 1-year commitment

  • Approximately 20 hours

  • Duties include:

    • Attend bi-monthly meetings on Thursdays from 3:30-4:30

    • Attend the PTA executive and general meetings at the end of each semester

    • Present the SDMSC direction and decisions for the semester

MEMBERSHIP COMMITTEE

Marketing/Letters filled for 2021-2022
Database/Letters open for 2021-2022

The Membership Co-Chairs plan the PTA membership drive and work closely with the PTA Co-Presidents.

  • 1-year commitment

  • Approximately

  • Marketing/Letters duties include:

    • Plan the membership drive the previous spring

    • Work at arena check-ins to encourage donations

    • Marketing new members throughout the year

    • Report to PTA Co-Presidents, executive and general board meetings

  • 1-year commitment

  • Approximately

  • Database/Letters duties include:

    • Plan the membership drive the previous spring

    • Work at arena check-ins to encourage donations

    • Manage and track donations

    • Send donation contribution letters

For more detailed information on tasks involved in this role, please click here.

ADMIN/VOLUNTEER CHAIR

Co-chairs filled for 2021/2022

The chair of this committee recruits volunteers for all Administrative events throughout the school year.

  • 2-year commitment

  • 1st year Understudy

  • Approximately 40 hours throughout the school year

  • Duties include:

    • Participate in Arena Check-in (ACI) before school starts

    • Assist chair with sign-ups

  • 2nd year Chair

  • Approximately 30 hours throughout the year

  • Duties include:

    • Participate in Arena Check-in (ACI) before school starts

    • Add new general volunteer information to the master list

    • Using the PTA Volunteers list send out sign-ups for Administrative Events

WEBMASTER CHAIR

Chair filled for 2021/2022

The Webmaster is responsible for keeping the PTA website content up-to-date and relevant.

  • 1-year commitment

  • Approximately 20 hours

  • Duties include:

    • Update the PTA website content at the start of the school year with new event dates, new committee chairs etc.

    • Update PTA membership pages with new membership forms etc.

    • Work with third-party hosting company to update email aliases for committee chairs at the start of the school year

    • Work with all committee chairs to update all forms throughout the school year

    • Update the PTA website with new event details, remove completed events.

BEARNOTES-EDITOR AND PROOFREADER

Editor & Proofreader filled for 2021/2022
Spanish Translator needed for 2021-2022

BearNotes produce the PTA weekly newsletter.

  • 1-year commitment

  • Approximately  2-5 hours once a month throughout the school year

  • Editor Duties include:

    • Review all new submissions for the weekly newsletter

    • Check for spelling and grammar

    • Editors rotate assignments and generally edits one BearNotes a month

  • Approximately 2-3 hours once a month throughout the school year

  • Proofreader Duties include:

    • Serves as a "first reader" of BearNotes before it is published

    • Checking all links and calendar for accuracy

    • Proofreaders rotate  assignments and generally proofread one BearNotes a month

    • Work with all committee chairs to update all forms throughout the school year

    • Update the PTA website with new event details, remove completed events.

  • Approximately  70-80 hours throughout the school year

  • Spanish Translation Duties include:

    • Translate BearNotes notices into Spanish over the weekend for the Sunday edition

 

COMMITTEE CHAIR-EVENTS ROLE DESCRIPTIONS

8TH GRADE INFORMATION NIGHT

Co-Chair filled for 2021-2022

The Co-Chairs organize event for 8th graders and their families to get to know M-A.

  • 1-year commitment-Event date typically the third Tuesday of October

  • Approximately 10 hours over a few weeks

  • Duties include:

    • Coordinate with Administration to prepare marketing packs for 8th graders and families

    • Recruit volunteers to assemble the folders that will be handed out during the event

    • Order food and drinks for department heads and student volunteers

    • Decorate tables with tablecloths, balloons, signs and clean up at the end of the event

    • Update the PTA website with new event details, remove completed events.

CHALLENGE DAY

1st Co-Chair filled for 2021-2022
2nd Co-Chair filled for 2021-2022

Co-chairs work together to facilitate three days of freshman participating in Challenge day. The 2 co-chairs split responsibilities over a two-year term.

  • 2-year commitment-Event is three consecutive days the end of September or October

  • 1st Co-Chair approximately 10-15 hours prior to the three day event

  • Duties include:

    • Communicating with Challenge Day organization and school administration on dates, contract etc.

    • Working with M-A Facilities team, custodians to ensure smooth execution of each of the 3 Challenge Day event

    • Shop for snacks and lunch for students and volunteers each Challenge Day event

  • 2nd Co-Chair approximately 15-20 hours at the beginning of the school year prior to the three day event

  • Duties include:

    • Work with Admin/Volunteer Coordinator, BearNotes and Administration to recruit volunteers

    • Communicate with all volunteers before, during and after Challenge Day event

    • Coordinate with Administration for student participation during each Challenge Day event

CALIFORNIA SCHOLARSHIP FEDERATION (CSF)

Co-Chair filled for 2021-2022, 2022-2023
Understudy filled for 2021-2022

The Co-Chairs are responsible for coordinating and communicating the CSF application process at M-A.

  • 2-year commitment

  • 1st year Understudy

  • Approximately 2-5 hours during the October CSF collection and 5-7 hours during the February CSF collection and end of year

    • Assist in collection of CSF applications

    • Verify CSF application requirements

  • 2nd year Chair

  • Approximately 5-10 hours during the October CSF collection and 10 hours during the February CSF collection and end of year

  • Duties include:

    • Determining and communicating fall and spring dates for applications

    • Ensuring the PTA website is updated with new dates, forms, and course lists

    • Communicating deadlines for applications to students

    • Requesting volunteers to help with application submission at relevant dates

PTA MINI-GRANT

Co-Chair filled for 2021-2022
Understudy filled for 2021-2022

Co-Chairs are responsible for coordinating and communicating aspects of the Mini-Grant application process at MA.

  • 1-year commitment

  • Approximately 10 hours during the September Mini-Grant collection and 10 hours during the February Mini-Grant collection

  • Duties include:

    • Determining and communicating fall and spring dates for applications

    • Ensuring the PTA website is updated with new dates and forms

    • Communicating deadlines for applications to teachers/staff

    • Meet with M-A Administration, PTA Co-Chairs and PTA Treasurer to determine recipients

    • Communicating with recipients through the reimbursement process

CANNED FOOD DRIVE

Co-Chair filled for 2021-2022
Understudy filled for 2021-2022

Chair and understudy are responsible for coordinating and communicating aspects of the Canned Food Drive process at M-A.

  • 2-year commitment

  • 1st year Understudy

  • Approximately 8 hours

  • Duties include:

    • Help contact stores and ask permission for students to collect canned food a their location

    • Provide coffee and donuts for morning of distribution day

    • Help with food distribution

  • 2nd-year Chair

  • Approximately 10-15 hours

  • Duties include:

    • Contact stores and ask permission for students to collect canned food at their location

    • Confirm bag donation from Facebook

    • Recruit 4-6 volunteers for distribution day

    • Provide coffee and donuts for morning of distribution day

    • Help with food distribution

STAFF APPRECIATION

Filled for 2021-2022

The chairs for this committee are responsible for coordinating and communicating one of the events planned through the year for Staff Appreciation.   

  • 1-year commitment

  • Duties include:

    • Work with MA Admin and Facilities to confirm location, timing etc.

    • Determine menu, requirements for serving supplies, tables etc.

    • Work with Admin/Volunteer Support Chairs to get volunteers for food, set-up, serving and cleanup

  • Events are as follows - with the month they generally take place:

    • Back to School Coffee Cart-Filled for 2021/22

      • Approximately 2-3 hours the day before school starts

      • For more detailed information on tasks involved in this role, please click here.

    • Coffee Cart: October-Filled for 2021/22

      • Approximately 2-3 hours for mid October event

      • For more detailed information on tasks involved in this role, please click here.

    • Holiday Brunch-Co-Chairs filled for 2021/2022

      • Approximately 15-20 hours. The event is the day after the first semester ends in December

      • For more detailed information on tasks involved in this role, please click here.

    • January Coffee Cart-Filled for 2021/22

      • Approximately 2-3 hours the day before second semester starts

      • For more detailed information on tasks involved in this role, please click here.

    • Valentine’s Treats-Filled for 2021/22

      • Approximately 5-6 hours February 14th or the closest school day to this date

      • For more detailed information on tasks involved in this role, please click here.

    • Open House-Filled for 2021/22

      • Approximately 5-6 hours for March event

      • For more detailed information on tasks involved in this role, please click here.

    • Night Custodian Dinner-Volunteer filled for 2021/2022

      • Approximately 5-6 hours for April event

      • For more detailed information on tasks involved in this role, please click here.

    • Ice Cream Social-Filled for 2021/2022

      • Approximately 5-6 hours for May event

      • For more detailed information on tasks involved in this role, please click here.

    • May Volunteer Luncheon-Filled for 2021/2022

      • Approximately 30 hours for mid May event

      • For more detailed information on tasks involved in this role, please click here.

 

COMMITTEE CHAIR-SENIOR EVENTS DESCRIPTIONS

SENIOR AWARDS NIGHT

Filled 2021-2022, 2022-2023, 2023-2024

Chair works closely with the college counselors to prepare awards and programs for Senior Awards Night.

  • 1-year commitment

  • Approximately 20 hours the end of May and Graduation week

  • Duties include:

    • Assembling student awards lists from college counselors

    • Overseeing printing of the Senior Awards program

    • Set up reception table for the night of Senior Awards

SENIOR LUNCH

Co-Chairs filled for 2021-2022
Co-Understudies one filled for 2021-2022

Co-chairs organize lunch for seniors after graduation rehearsal.

  • 2-year commitment

  • 1st year Co-Understudies

  • Approximately 5 hours

    • Help set up decorations the night before

    • Set up, serve food and clean up the day of the event.

  • 2nd year Co-Chairs

  • Approximately 15 hours

  • Duties include:

    • Work with MA Admin and Facilities to confirm location, timing etc.

    • Determine menu, requirements for serving supplies, tables etc.

    • Communicate with Admin/Volunteer Coordinator Chair to recruit volunteers for food, set-up, serving and cleanup

    • Submit request for volunteers in the BearNotes for food donations and volunteers

    • Decorate gym, set up and serve food and clean up after the event

GRAD NIGHT

Co-Chairs filled for 2021-2022
Understudies one filled for 2021-2022

The grad night Co-Chairs are responsible for organizing all aspects of grad night, a surprise, fun evening for seniors after the graduation ceremony. 

  • 2-year commitment

  • 1st year Co-Understudies

  • Approximately 5-7 hours

  • Duties include:

    • Helping with ticket sales

    • Setting up registration check-in

  • 2nd year Co-Chairs

  • Approximately 5-10 hours summer prior to Grad Night. Additional 15-20 hours in May for registration, volunteers and chaperoning the event.

  • Duties include:

    • Within the budget, select the venue(s), organize contracts, food, insurance etc.

    • Organize transportation for the event

    • Organize fundraising for scholarship tickets

    • Work with Admin/Volunteer Coordinator to get volunteers for chaperoning and check-in

    • Submit request for volunteers in the BearNotes

 

COMMITTEE CHAIR-COLLEGE CAREER EVENTS ROLE DESCRIPTIONS

COLLEGE CAREER DAY BREAKFAST

Volunteer needed for 2021-2022

Chair to help organize a continental breakfast for college representatives prior to meeting Senior students.

  • 1-year commitment

  • Approximately 5 hours mid October.

  • Duties include:

    • Coordinate date and time with college counselors

    • Set up sign up for food donations and forward to volunteer coordinators to send out to PTA general volunteers

    • Shop for any additional food items that are not going to be donated

    • Set up linens, food and drinks in PAC the day of the event and clean up afterwards

COMMUNITY COLLEGE NIGHT

Volunteer needed for 2021-2022

Chair serves dinner to students and families before the community college night meeting. 

  • 1-year commitment

  • Approximately 3-5 hours in early February

  • Duties include:

    • Meet with college counselors to go over details of the event

    • Order pizza and pick up fruit, dessert, and drinks for the event

    • Set up food, serve and clean up after the event