PTA Officers:
President: Rachel Bryson
VP, Grants: Lindsay Hoskins and Melissa Pukatch
VP, Membership: Zaina Agbo
Secretary: Heidi Adair
Treasurer: Nikki Maples-Reynolds
Questions or want to get involved? Contact us at harperparkpta99@gmail.com.
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PTA Committee Leads:
Spirit Nights: Megan McCarthy
Spirit Wear: Eloise Simmonds-Respress
Drama: Heidi Adair
Communications: Hannah Beck
LEAF: OPEN
MSAAC: Eloise Simmonds-Respress
SEAC: Melanie Srivisal
Odyssey of the Mind: Maggie Newland & Chelsie Grant
Duties of Officers and Committee Chairs
Responsibilities of all PTA Officers:
Represent the school and PTA in a positive manner
Work collaboratively with school administration, PTA Board and community
Participate in the discussion and approval of the PTA yearly budget
Attend and participate in monthly PTA Board and General Membership meetings
Volunteer and attend PTA events
Recruit and mentor volunteers and future leaders
Be familiar with content of and adhere to the PTA bylaws
Keep detailed documents and records, outlining all duties and activities of his or her office and making suggestions for successors.
Officers:
President:
Manage overall objectives and strategies of Harper Park Middle School PTA
Ensure adherence to PTA bylaws
Act as liaison between parents and administrative and teaching staff
Recruit Committee Chairs
With PTA Board, create PTA calendar of meetings and event before start of school year
Create an agenda for and facilitate monthly meetings. Provide copies of agenda for meeting attendees
Create agenda for and facilitate PTA Board meetings at least quarterly
Speak at Welcome Back Picnic, Load You Locker Night, Rising 6th Grader Orientation, and other PTA and school events as needed
Coordinate rising 6th grader t-shirts or appoint another PTA member
Ensure MemberHub/Givebacks is updated for the new school year
Fill out paperwork for fundraiser events 60 days before an event: LCPS Fundraising Notification and Approval Request
Fill out paperwork for events using Harper Park facilities 60 days before event: LCPS Facility Use Request Form Application for Community Use of LCPS Facilities & Grounds by ALL Non-School Users
Submit to Treasurer necessary paperwork for bill payment or reimbursement
Manage Harper Park PTA SUG and delegate to PTA board and committee chairs as needed
Supervise the committees/representatives/tasks: SEAC, MSAAC, LEAF, SAC, Communication, Fund Requests, Drama, Spirit Wear, Spirit Night
Work with PTA Board and general membership to identify individuals to lead and/or help with the planning, organizing, promoting and implementation of the above PTA events. Works with those individuals to carry out events
Vice President (Membership):
With President, establish goals for fall membership campaign
Start social media and Memberhub/Giveback requests for next year’s membership
Incentivize membership with spirit wear discount at the start of school with input from PTA Board
Update, revise as needed membership flyer(s)
Proposes membership fee for Individuals, Teachers/Staff, and Families.
As of 2025 dues include $1.50 VA PTA; $3.25 National PTA
Term of PTA membership is July 1 to June 30
Work with PTA Board and general membership to identify individuals to lead and/or help with the planning, organizing, promoting and implementation of the above PTA events. Works with those individuals to carry out events
By August provide copies of membership flyer for table-top distribution at all PTA and school meetings and events
Display extra copies of membership flier in “magazine” rack in school’s front lobby
Review MemberHub/Giveback member list received and inform Treasurer for payments to VA PTA
Attend Board and general PTA meetings. Represent PTA at Welcome Back Picnic, Load Your Locker afternoon, Open House, Drama Productions, and other PTA and school events as needed and availability
Preside over Board and general PTA meetings in absence of president
Submit to Treasurer necessary paperwork for bill payment or reimbursement
Vice President (Grants):
With PTA Board set budget for grants
With President, establish Google form for new school year
Present with requestor grant application to PTA for vote
Coordinate with treasurer procurement of grant item(s)
Attend Board and general PTA meetings. Represent PTA at Welcome Back Picnic, Load Your Locker night, Open House, Drama Productions, and other PTA and school events as needed and availability
Preside over the PTA Board and general PTA meetings in absence of president
Submit to Treasurer necessary paperwork for bill payment or reimbursement
Secretary:
Take minutes of PTA Board and general meetings. Meeting notes are highlights of decisions made by the PTA, not a word-for-word transcript of the meeting. Type up and forward a draft of minutes to the PTA Board for review before the next meeting. Make corrections to meeting notes as needed. Distribute the corrected notes version for final review, we at Harper Park PTA use a Google Drive, but a Word file as an email before the meeting is acceptable. Make corrections to past meeting notes; if any changes are noted during general PTA meetings
Send the final approved meeting notes to the Harper Park Webmaster to post on the PTA website
Attend Board and general PTA meetings. Represent PTA at Welcome Back Picnic, Load Your Locker night, Open House, Drama Productions, and other PTA and school events as needed and availability
Preside over meetings if the President, Vice President of Membership, and Vice President of Grants are absent
Submit to the Treasurer the necessary paperwork for bill payment or reimbursement if needed
Treasurer:
In summer, work with PTA Board and committee to prepare budget for school year
Take appropriate training as mandated by VA PTA to maintain 503c standards of compliance
Educate officers, committee chairs and School staff on proper deposit, bill payment, and reimbursement procedures. Update, revise and maintain supply of billing and reimbursement forms for their use.
Manage ongoing PTA finances and ensure adherence to approved PTA budget, keeping electronic and/or physical records as needed
Report on behalf of PTA (chronologically listed)
Conduct and Report on Fiscal Review/Audit of previous fiscal year (FY) books
No less than 3 members without signature authority on checking shall review Audit, treasurer will submit Audit before August 1
Financial reporting of non-profits to IRS (990 postcard) – due Aug 1
Renewal as charitable organization with Virginia – due Jan. 1
Pay liability insurance before close of FY (June) for following FY
Prepare and present budget report for PTA Board and general meetings.
Make and distribute copies for all attendees
Forward final copy to the Harper Park Webmaster to post to website
Keep committee chairs abreast of budgeted funds
Checks must have 2 signatures from offices, preferably President and Treasurer
Attend PTA Board and general meetings
Attend Board and general PTA meetings. Represent PTA at Welcome Back Picnic, Load Your Locker night, Open House, Drama Productions, and other PTA and school events as needed and availability
Committee Members:
Hospitality and Staff Appreciation:
Responsible for coordinating back to school breakfast for staff within budget as set by the PTA board. Use signup genius from Harper Park PTA as needed to coordinate donations and volunteer. Coordinate with the communication chair for advertising the needs for the event.
Responsible for coordinating winter cookie exchange for staff within budget as set by the PTA board. Use signup genius from Harper Park PTA as needed to coordinate donations and volunteer. Coordinate with the communication chair for advertising the needs for the event.
Responsible for coordinating teacher/staff appreciation week for staff within budget as set by the PTA board. Use signup genius from Harper Park PTA as needed to coordinate donations and volunteer. Coordinate with the communication chair for advertising the needs for the event.
Coordinate appreciation days (custodial staff, crossing guards, and bus driver)/events within budget as set by PTA board
Spirit Night/Fundraiser Coordinator:
Utilize the list of spirit night establishments and begin planning school year spirit nights as needed. Review the school calendar for events that would be useful during days off if possible.
Coordinate spirit nights with establishment and coordinate with communication chair for advertising the event
Check in with PTA Treasurer on checks from establishment, follow up as needed
Spirit Wear Coordinator:
Coordinate with PTA board on spirit wear in PTA closet
Coordinate with Spirt Wear vendor on new designs, orders, or issues with spirit wear after approval by PTA board
Coordinate with communication chair for advertising sales after approval by PTA board
Communication/Social Media Coordinator:
Update PTA website as needed through Harper Park Webmaster
Manage Facebook Page, Instagram and X feeds
Submit SMORES information to Principal each Friday
Odyssey of the Mind Coordinator:
Submit information to families and students at the start of the year about program
Recruit members through school and via Communication Chair with social media post(s)
Coordinate teams training and meeting times
Attend competitions
LOUDOUN EDUCATION ALLIANCE OF FAMILIES (LEAF) Member:
Attend LEAF meetings
Brief meeting outcome, issues, information at PTA general meetings
Report to Communications Coordinator of opportunities of families/staff to comment on rules
SPECIAL EDUCATION ADVISORY COMMITTEE (SEAC) Member
Attend SEAC meetings
Brief meeting outcome, issues, information at PTA general meetings
Report to Communications Coordinator of opportunities relevant to families/staff
MINORITY STUDENT ACHIEVEMENT ADVISORY COMMITTEE Member
Attend MSAAC meetings
Brief meeting outcome, issues, information at PTA general meetings
Report to Communications Coordinator of opportunities relevant to families/staff
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