All officers are expected to attend both Executive meeting and General meeting, both held once per month. Each officer is expected to head a committee, select people to help with that committee and keep the board informed on planning and progress.
President – Chief Executive Officer
Coordinate the work of the organization, its officers and its committees
Set the calendar of events for the year, check against the master list and provide the Principal?s assistant all dates
Identify committee heads from PTO Executive Board
Preside over all meetings (provide agenda)
Bank account access with debit card: will need to make deposits and purchases
Meet with principal monthly
Vice President –
Act as an assistant to the President. Perform the duties of the President if he/she is unable. Identify companies to work with on Spirit Nights, set dates and distribute flyers for distribution, make signs for Spirit Nights.
Treasurer (general account) – bank account access
Collect deposit receipts and Requests for Funds in PTO folder. You will get these after the check or charge has been approved and made. Two people would be ideal this year so that the current treasurer can train this person. It?s important to be accurate and reconcile the bank statements with the PTO excel spread sheet record FREQUENTLY! This can get away from you easily.
You will always want to provide the most up to date record at each general meeting which is monthly.
Provide the current record in the form of a pdf to the Website manager so they can upload it to the PTO website.
Treasurer (class fund account) – bank account access
Collect room funds as they are turned in. Record the payments and make deposits. Reimburse room parents as they turn in requests. Keep all room parents informed of their balances periodically throughout the year.
You will also be responsible for writing checks as we get Requests For Funds (RFF?s). When somebody needs reimbursement, they fill out the RFF and attach receipts. Typically you will get a heads up from somebody that a request is coming but check your file in the front office regularly so people get paid quickly. This makes people happy! Also, typically you will know what line item or event this money is coming from in the budget. Like Daddy Daughter Dance ?cost?. But if you are not sure, or unsure if there are sufficient funds in that line item, check with the president, event chair, or general account treasurer.
Get cash for change at an event, make sure Squares are charged prior to an event. Help people download and login to the Square APP and understand how the Square POS works with their phone (most likely the wireless blue tooth tool)
Make deposits at the bank.
Take meeting minute notes at all executive and general meetings. Send executive meeting minutes to the president for record keeping, send the general notes to the website manager to upload on the website within 2-3 days of the meeting.
Prepare and schedule email blasts through Constant Contact
Two people is ideal for this position as well so that you always have a back up at meetings if one person can?t make it.
Keep list of all committees and their chairs and members with contact info.
Update website to reflect current events or information. Work with Secretary to coordinate what the website and email blasts say, so that links can be provided in the email blasts. Two people in this position would be ideal if you plan to add social media such as FaceBook and Instagram.
Room Parent Liaison
? Organize the welcome meeting for all room parents and invite principal and all executive board members
? May need to set up an afternoon meeting to accommodate room parents who can?t attend morning meeting
? Make copies of handouts and include attendee sheet to collect room parent phone numbers and emails
? Assist and answer room parents questions and needs
? Send out important email reminders to room parents throughout the year on an as needed basis
? Assist Stallion Squad with teacher?s luncheon during conference week
? Purchase gift cards for teacher?s holiday gift
? Q&A meeting with room parents for Hoedown baskets
? Assemble Hoedown baskets with help from executive/committee members
? Assist Stallion Squad with TAW planning (if needed)
? Purchase end of year gift cards for teachers
- Purchase gift cards for front office bdays (Mr. P, Nan, Sharron, Kathryn)