PTO Executive Board Descriptions
President
The President will preside at all meetings, and will be an ex officio member of all committees. The President will provide leadership to the Board, including assisting with goal setting and planning of activities.
VP Fundraising Events
Attends all executive and open board meetings. The VP Fundraising Events will calendar and coordinate fundraising events in efforts to meet fundraising budget projections. The VP Fundraising Events will present these activities to the Executive Board for their approval and
will present monthly reports concerning the status of the fundraisers at the Executive Board meeting.
VP Activities (Family Events)
Attends all executive and open board meetings. The Vice President Activities will calendar and coordinate the family activities of the PTO. The VP Activities will present these activities to the Executive Board for their approval and will present monthly reports concerning the status of the activities at the Executive Board meeting.
Secretary
Attends all executive and open board meetings. The Secretary will keep an accurate record of the proceedings of each meeting and will be prepared to read, on call, the record of any previous meetings. The Secretary will attend all meetings of the PTO. The Secretary will
send out all minutes within two weeks to the Executive Board members for their review and approval. Executive Board members must review the minutes and send any revisions to the Secretary prior to the next Board meeting. The Secretary will serve as Parliamentarian. As Parliamentarian, (s)he will prepare a summary of all unfinished business for the President.
Treasurer
Attends all executive and open board meetings. The Treasurer will receive, collect, recount, make timely deposits and pay out all moneys subject to the order of the organization. (S)he will manage the renting/obtaining of the credit card machines and online payment sources. (S)he will keep an accurate account of all money received and expended and (s)he will render a report in writing at the final General Meeting. (S)he will meet with the Principal to draft the budget for each fiscal year. This budget will be presented at the first General Meeting. The Treasurer will review and balance all accounts within 30 days of the last day of the school year. All check requests require two signatures, those of the appropriate Board member and the President or Principal. All reimbursement requests must be submitted to the Treasurer within 2 weeks of an event. All monies will be collected and/or counted by at least (2) two PTO members (representing 2 different PTO Board positions) one of whom must be an Executive Board member or chairperson of standing committee.
VP Communications
Attends all executive and open board meeting. The Vice President of Communications will publish an electronic PTO Newsletter, read and respond (when applicable) to all PTO related emails, maintain a PTO calendar on the website, and post pertinent PTO information, including
monthly meeting minutes, approved forms and the current approved budget. The VP Communications will prepare any local publications and maintain any social media.
The President will preside at all meetings, and will be an ex officio member of all committees. The President will provide leadership to the Board, including assisting with goal setting and planning of activities.
VP Fundraising Events
Attends all executive and open board meetings. The VP Fundraising Events will calendar and coordinate fundraising events in efforts to meet fundraising budget projections. The VP Fundraising Events will present these activities to the Executive Board for their approval and
will present monthly reports concerning the status of the fundraisers at the Executive Board meeting.
VP Activities (Family Events)
Attends all executive and open board meetings. The Vice President Activities will calendar and coordinate the family activities of the PTO. The VP Activities will present these activities to the Executive Board for their approval and will present monthly reports concerning the status of the activities at the Executive Board meeting.
Secretary
Attends all executive and open board meetings. The Secretary will keep an accurate record of the proceedings of each meeting and will be prepared to read, on call, the record of any previous meetings. The Secretary will attend all meetings of the PTO. The Secretary will
send out all minutes within two weeks to the Executive Board members for their review and approval. Executive Board members must review the minutes and send any revisions to the Secretary prior to the next Board meeting. The Secretary will serve as Parliamentarian. As Parliamentarian, (s)he will prepare a summary of all unfinished business for the President.
Treasurer
Attends all executive and open board meetings. The Treasurer will receive, collect, recount, make timely deposits and pay out all moneys subject to the order of the organization. (S)he will manage the renting/obtaining of the credit card machines and online payment sources. (S)he will keep an accurate account of all money received and expended and (s)he will render a report in writing at the final General Meeting. (S)he will meet with the Principal to draft the budget for each fiscal year. This budget will be presented at the first General Meeting. The Treasurer will review and balance all accounts within 30 days of the last day of the school year. All check requests require two signatures, those of the appropriate Board member and the President or Principal. All reimbursement requests must be submitted to the Treasurer within 2 weeks of an event. All monies will be collected and/or counted by at least (2) two PTO members (representing 2 different PTO Board positions) one of whom must be an Executive Board member or chairperson of standing committee.
VP Communications
Attends all executive and open board meeting. The Vice President of Communications will publish an electronic PTO Newsletter, read and respond (when applicable) to all PTO related emails, maintain a PTO calendar on the website, and post pertinent PTO information, including
monthly meeting minutes, approved forms and the current approved budget. The VP Communications will prepare any local publications and maintain any social media.
PTO Chairperson Description
Social Action Chairperson
Attends all executive and open board meetings. Reports to the President. He/she organizes and implements activities that benefit members of the community/community organizations in need of assistance. Food and clothing drives are typical efforts.
Hospitality Chairperson
Reports to VP Fundraising, or VP of Activities, based on the event. Attends open board meetings. Performs and/or coordinates volunteers to supply refreshments for PTO events such as Trunk or Treat, Spring Dance, Handbag Bingo, etc. He/she organizes the purchase and delivery of monthly “Birthday Pretzels” during the school year.
Fundraising Chairperson
Reports to VP of Fundraising. Attends open board meetings. Performs or coordinates volunteers to:
Boxtops – collect, count, report on all Boxtops collected. Distribute prizes to winners when applicable. Supply all procured Boxtops to the VP of Fundraising twice per scholastic year. Submissions must be postmarked by November 1st for earnings to be included on December
checks and by March 1st to be included on April checks.
Coke Rewards - collect, enter (via Coke Rewards website), and report on all Coke Rewards collected. Distribute prizes to winners when applicable.
ShoeBox Recycling – place, seal (when full), label, ship, and replace recycling boxes located in the main foyer. Contact Shoebox Recycling for additional boxes as needed.
Principal
The Principal shall serve as a liaison between the school district and the Board. She/he shall approve all fundraising projects of the PTO and shall be an authorized signatory for all PTO checks, contracts, and other documents.
Attends all executive and open board meetings. Reports to the President. He/she organizes and implements activities that benefit members of the community/community organizations in need of assistance. Food and clothing drives are typical efforts.
Hospitality Chairperson
Reports to VP Fundraising, or VP of Activities, based on the event. Attends open board meetings. Performs and/or coordinates volunteers to supply refreshments for PTO events such as Trunk or Treat, Spring Dance, Handbag Bingo, etc. He/she organizes the purchase and delivery of monthly “Birthday Pretzels” during the school year.
Fundraising Chairperson
Reports to VP of Fundraising. Attends open board meetings. Performs or coordinates volunteers to:
Boxtops – collect, count, report on all Boxtops collected. Distribute prizes to winners when applicable. Supply all procured Boxtops to the VP of Fundraising twice per scholastic year. Submissions must be postmarked by November 1st for earnings to be included on December
checks and by March 1st to be included on April checks.
Coke Rewards - collect, enter (via Coke Rewards website), and report on all Coke Rewards collected. Distribute prizes to winners when applicable.
ShoeBox Recycling – place, seal (when full), label, ship, and replace recycling boxes located in the main foyer. Contact Shoebox Recycling for additional boxes as needed.
Principal
The Principal shall serve as a liaison between the school district and the Board. She/he shall approve all fundraising projects of the PTO and shall be an authorized signatory for all PTO checks, contracts, and other documents.