The Membership Chair is responsible for collecting the membership dues from families joining the Harper PTO & assisting the Directory Chair by providing her with lists of those families who have paid for School Directories. The price of family membership is $25, which includes one directory. Additional directories can be purchased for $5 each. The membership dues help fund the enrichment programs offered to all of the students at Harper School.
The specific responsibilities of the position include:
- In July, prepare an announcement for the back-to-school Harper Herald, explaining how to join the PTO & the benefits of joining. Make sure that the Membership Application Form is included in the Harper Herald (the PTO President should have the form).
- At the Opening Day Coffee, set up the table for Membership (with tablecloth, treats & flowers). Bring 75 extra copies of the Membership Application Form, pens, stapler & box to hold forms. Stay at the table during the coffee to collect the forms dropped off.
- Place New Membership Application Forms in the box above the PTO folders in the Harper lobby.
- Track the Membership Applications you receive from the Opening Day coffee. Get copies of the class lists from the School Secretary & check off the names of the applications you’ve received – make sure to cross-check for families with more than one child.
- Track the Membership Applications you receive from online purchases, through the Harper PTO website. (The PTO Treasurer should send you copies of these payments via email.)
- Check the Membership folder in the Harper lobby on a daily basis for the first 3-4 weeks of school for Membership Applications that have been dropped off. Make sure to keep Membership Application Forms available in the box above the PTO folders.
- Create lists for those families receiving directories by class. (The oldest child in the family should receive the directory in their classroom). Lists should include child’s last name, teacher’s name & number of directories purchased.
- Double check to make sure the money you’ve received is accurate & that the checks are completed correctly. Follow up with families on any incorrect amounts or check errors.
- Itemize the checks & prepare the deposit form for the PTO Asst. Treasurer. Let her know when you’ll be dropping the money off at her house. As additional monies come in, continue to prepare deposit forms & drop the money at the Asst. Treasurer’s house.
- By the end of September, send a reminder email to those families who have not yet joined the PTO, encouraging them to join & explaining they will not receive a directory unless they join.
- By mid-October, prepare a final list for each classroom of the directories that should be delivered to that classroom. List the teacher’s name, the family last names & the number of directories ordered. Compile the total number of directories ordered & let the Directory Chair know that number. Email the final lists to the Directory Chair & assist her with compiling the directories &/or delivering them to the school if necessary. Directories are usually ready for delivery by the end of October/beginning of November.
- In the past, more than 50 additional directories have been ordered to sell if people want to join the PTO at a later date. This number is too large. In 2008-09, we had more than 40 additional directories left over at the end of the school year. It would be better to order only 10-15 extra directories in addition to those that we have specific orders for. Also, directories should be ordered for the staff of Harper school, as in the past.
- Continue to monitor the Membership folder throughout the year to check for any late applications. Process as necessary.
- Hold extra directories & deliver to those families who order their copies later in the year.
- Create a report as to the number of memberships received via online payment as compared to those received by check/in person.
- Respond to any requests about membership data at the District or school level, including percentage of families that joined the PTO & number of directories purchased.
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