Lakewood Early Childhood PTA

Presides over Budget and Finance Committee, Board and General meetings. Serves as member of all committees except Nominating and Audit. Represents LECPTA in community; serves on Lakewood Elementary Site Based Decision Making Team (ex-officio); acts as Event Coordinator for Lakewood Home Festival.

Acts as aide to President. Takes attendance and records minutes of Budget and Finance meetings. Serves as Chairman of the Committee for Life Membership and presents Life Membership Awards for the state. Solicits and manages all volunteers for the Lakewood Home Festival. Plans board events, including the Board Retreat and Valentine Party.

Select private neighborhood homes for the Home Tour. Recruit, train and supervise home captains for each tour home. Solicit florists for each home. In conjunction with Publicity, write home descriptions and act as liaison between homeowners and press. Oversee all aspects of Home Tour, including the Candlelight Tour of Homes on Friday night.

Solicit and select vendors (artists, craftsmen and food vendors) to participate in our annual Market and Cafe. Maintain vendor mailing lists. Organize and coordinate school staff and volunteers for event. Set up Market and Cafe, decorate, and work with vendors to meet their needs. Coordinate vendor auction donations with Casino Party/Auction Chairs.

Coordinate solicitation of funds for annual Home Festival, including sponsorships for Home Tour, Market and Cafe, Silent and Live Auctions, and Preview Party. Maintain sponsor database and monitor mailing to donors. Work with Live and Silent Auction committee regarding solicitation of auction donors. Establish levels of sponsorship and advertising opportunities.

Prepare and coordinate all publicity for LECPTA, including but not limited to that for the Lakewood Home Festival. Raise awareness of LECPTA with regular press releases and contact with local media. Generate all publicity material for Home Festival, including tickets and signs.
Publicity Co-Chair 1 - Media and Public Relations, including story writing, phone contacts, and press releases for print and broadcast media. Marketing, PR, or journalism experience a plus, but not a necessity.
Publicity Co-Chair 2 - Paid advertising and printing, including tickets, save the date cards, etc. Distribution of Tour tickets to outside vendors.
Publicity Co-Chair 3 - Signage and promotional items. Coordinates and distributes Festival tickets to outside vendors like Central Market for sales.

Maintains all aspects of the two websites - www.lecpta.org (related to membership activities) and www.lakewoodhomefestival.com (fundraiser). Requires extensive interface with Home Festival chairs.

Casino Party Co-Chair 1: Committee Manager - Coordinates and manages activities of entire committee. She will focus on timelines; schedule overall committee meetings, and report actions to the Board at General and Budget & Finance meetings. Assists as needed with team building and other duties as determined. Will be the primary interface between the President & Board and the Auction/Party committee and Webmaster. She will be mentor for the group.
Casino Party Co-Chair 2: Party - Coordinates location, theme, menu, and decorations; organizes the meetings with the subcommittee and sends out email reminders.
Casino Party Co-Chair 3: Technical - Oversees computer/data entry of items and determines Check-In/Check-Out process. Interfaces with Auction Source, creation of bid packets and coordinates with Web & ticket coordinator.
Casino Party Co-Chair 4: Live Auction/Big Board - Coordinates & solicits donations of bigger ticket items.
Casino Party Co-Chair 5: Silent Auction - Solicits new donations; coordinates mailing to previous donors and makes follow-up calls as reply cards come in (which indicate requests for pickup, etc); coordinates collection of items from Market vendors.
Casino Party Co-Chair 6: Auction Catalogue - develops and produces the auction catalogue. Knowledge of and access to publishing software.

Solicitations Coordinator (3) - assists with solicitation of items for the auction

Photography Coordinator - assists with solicitation of photography items for the auction

Sign-up Parties Coordinator - develops themes, solicits hosts & catering for event; provides write-ups for parties in the catalogue/web; and sets up display for event night.

Ticket Coordinator - assist with the distribution and tracking of two types of tickets (Candlelight Tour and Preview Party) within our organization as well as our outside ticket vendors. Enter all party guest information into the Auction Source system. Answer all email & phone messages about the Auction/Party and distribute party guest list to all tour homes prior to Candlelight Tour.

Volunteer Coordinator - receives requests for volunteers from the auction chairs and coordinators; works with the Vice-President to fill slots; books the venue and appetizers for training night

Casino Coordinator - books the casino tables and dealers; coordinates setup & prizes during the event

VIP Donors Coordinator - writes thank-you notes for high-end ($1000 and over) donors. Create and send Evite to previous year's VIP patrons.

Ad Coordinator - assists with collection and layout of ads in the catalogue

Check-in & Check-out Coordinator - trains volunteers to check-in guests based on reservations list (last year used Auction Source so they trained the volunteers, but would oversee these efforts). Oversees the check-out process during the party and trains the volunteers

General Subcommittee (10) - various opportunities (stuff letters, pick up items, prepare bid packets, coordinate basket party, or oversee various aspects of party and auction)

Display Coordinators (6) - develop, set-up, and oversee the displays for the event night for a particular category (live auction, silent auction & mystery prizes)

Video Presentation Coordinator - make (or find volunteer to make) a DVD presentation of live auction items. Secure, run and return DVD player with projector during party.

Handles the organization's funds. Creates budget in conjunction with officers and committee chairs. Writes checks, makes deposits, balances accounts, keeps ledgers for all committees, and coordinates disbursements with President. Trains, supervises, and assists Assistant Treasurer in all of the above. Responsible for cash management during Festival weekend. Prepares organization's tax return. Submits books to audit committee. Current Assistant Treasurer fills this position. * Knowledge of, and access to Excel and Quicken needed

Assists Treasurer in handling the organization's funds. Writes checks, makes deposits, balances accounts, keeps ledgers for all committees, and coordinates disbursements with Treasurer and President. Assists with audit and tax return. Responsible for cash management during Festival weekend. This position is a two (2) year commitment; Assistant becomes Treasurer the second year. * Knowledge of, and access to Excel and Quicken is a plus.

Takes minutes at Board and General Meetings. Types, copies and distributes minutes at meetings. Handles correspondence for the organization. Orders and distributes stationery to board members as needed.

Recruit new members year round, plan new member socials, collect dues, maintain membership records and compile, print, and distribute membership directory. Coordinate playgroups and mentors. Access to computer with Excel required.

Organizes meals for members with new babies or otherwise needing support. Sends cards expressing congratulations or sympathy on behalf of LECPTA. Appoints and oversees a telephone committee.

Coordinate all childcare arrangements for Board and General meetings and support functions (including Home Festival weekend). Secure location and sitters for childcare. Coordinate members' reservations and payments for childcare.

Act as official greeters at all General meetings/social events. Arrange speakers, locations, set-up, clean-up, and all other aspects for a minimum of seven fall, winter and spring events, including the fall style show and Founder's Day luncheon. Coordinate refreshments for above events. Provide nametags for all events.

Responsible for compiling and distributing the monthly electronic newsletter. Solicits advertising for newsletter. Access to computer required. Knowledge of publishing software a plus.

Serves as liaison between LECPTA and district and local PTA groups. Attends monthly district and local meetings and makes report to LECPTA. Coordinates all wish list disbursements related to the Lakewood Home Festival.

Provides assistance to board members as needed. Ensures use of parliamentary procedure during meetings. Coordinates nominating committee and election procedures. Updates bylaws, when necessary. Position filled by past-President.