Hello MTV PTA Chairs!
Welcome to the MTV PTA for 2024-25! We are thrilled to have you as a part of the PTA and are so appreciative of your time and efforts given to our school. This document is to provide an overview of your responsibilities as a chair, your points of contact, and things to consider as you plan your program.
WHAT DO I NEED TO CONSIDER WHEN PLANNING MY PROGRAM?
Each program is different and unique. To help with your planning, here are some items to check off when planning your program:
PROGRAM DATE: Have I submitted my date to Tiffany Castleman (president@mtvpta.com ) for the Google calendar? Tiffany can also help you plan your date.
COMMUNICATIONS: Do I need communications (MTV Sunday night newsletter, Facebook, MemberHub/GiveBacks Announcement, Go-Home Stickers/Flyer) for my program? If so, contact Tiffany Castleman (president@mtvpta.com ). Please allow at least one week's notification.
VOLUNTEERS: Do I need volunteers for my program? If so, contact Dena Getz (secretary@mtvpta.com), and use this volunteer planning template to communicate your volunteer needs, Volunteer Placement. Please allow at least two weeks notification.
BUDGET/MONEY: Do I need a budget and/or money for my program? If so, contact Megan Rivera (treasurer@mtvpta.com ). She handles the budget, cash boxes and reimbursements.
BUDGET PLANNING: Use this template to help plan for the items you need. Program Budget Tracker
CASH BOX: If you need a cash box, please allow a five-day notice and the amount of change you will need (i.e. small bills, large bills, coins). At the conclusion of your program, work with a Board member attending the event to count the cash box.
REIMBURSEMENT FORM: Insert link to reimbursement form.
FLYERS: Do I need a flyer for my event? You may create it on your own or work with your assigned Board Member for the creation. Once created, work with your assigned Board Member for approval. The Board Member will send final and approved flyer to Tiffany Castleman for printing /distribution. Please allow at least two weeks for creation and approvals. The PTA paper is always light pink and is available in the far-right cabinet of the copy room, labeled PTA. If the paper supply is low, please let Megan Rivera (treasurer@mtvpta.com ) know.
CONCESSIONS: Do I need concessions for my program? If so, contact Megan Rivera if you need concessions for your program.
DECORATIONS: Do I need decorations for my program? If so, check with Megan Keebaugh (vpfamilyengagement@mtvpta.com ) to see what decorations may be available in the PTA closet or shed.
MTV STAFF: Do I need to communicate my program to MTV staff (i.e. Cafeteria Manager, PE Team, Library Team, Janitorial Staff)? If so, please email the main office and cc: Tiffany Castleman prior to your program. The main office will direct you to the proper way to submit for the necessary request. We like to communicate any PTA programs to staff if we will be using the cafeteria, the gym, the library, or need chairs set up, clean up, etc.
WHAT ARE MY OTHER RESPONSIBILITIES AS A MTV PTA CHAIR?
PTA MEMBERSHIP: Each Chair must be a PTA member at the beginning of the school year. Please join here.
MEMBERHUB/GIVEBACKS: Register on GiveBacks to stay up-to-date on all PTA activities, announcements, student directory, etc.
PTA EXECUTIVE BOARD MEETINGS: Your attendance is only needed if you have a status update on your program. If your program is approaching, you will be asked to give a status report either in person at the meeting or via a report submitted prior to the meeting to Tiffany Castleman (president@mtvpta.com ). Executive Board Meetings will be held the [insert meeting cadence]. See GiveBacks calendar for dates and times.
PTA GENERAL SESSION MEETINGS: Your attendance is optional, but we hope to see you there! If your program is approaching, you will be asked to give a status report either in person at the meeting or via a report submitted prior to the meeting to Tiffany Castleman