President
- preside over meetings of the organization
- serve as member ex-officio of all committees of the organization (except Nominating)
- appoint chairperson of each standing committee and persons to fill vacancies
- work with secretary to set schedule and prepare agenda for board meetings
- serve as spokesperson for the organization,…act as the main liaison with principal (regular meetings) and staff
- apply for event permits
- hold keys to mailbox, on-site and off-site storage lockers
- mobilize board members/PTO volunteers in readiness for school events and membership drive
- oversee PTO announcements (ex: flag salute, PTO meeting communication, etc.)
Treasurer
- prepare annual budget (using Excel or QuickBooks) for membership approval
- receive and deposit monies for the organization
- pay out monies owed/promised by the PTO
- keep an accurate record of all finances; reconcile event and fund raising proceeds (e.g. square, cash deposits,…)
- present a monthly and annual statement of account to membership
- coordinate tax filing with professional CPA
- drive processes for financial dealings with school (teacher grants, field trips)
- submit SOC form to school district (at start of new school year)
- update insurance (summer)
- update square / paypal passwords as needed
- collect employee matching funds/ensure programs are in place
Secretary
- prepare and print agenda & minutes for PTO monthly meetings; send electronic copies to VP Technology
- work with president to set schedule and prepare agenda for BOD meeting
- prepare minutes for BOD meeting and publish to Board members
- coordinate bank signatory sign-over in support of new BOD members, yearly and as required
- develop and maintain PTO master calendar
VP of Ongoing Fundraising
- plan and oversee ongoing fundraising activities ( Write-A-Check, Restaurant Nights, Box Tops, Jamba Juice, Benefit, Amazon Smile etc.)
- oversee PTO merchandise
VP of Special Projects
- coordinate seasonal fundraising (e.g. fall festival / walk-a-thon, winter event, spring event, silent auction)
- coordinate teacher appreciation luncheon
- coordinate winter and spring See Candies drive
Membership Coordinator
- organize the annual PTO membership drive and the on-going process to encourage membership
- manage PTO membership list
- drive board member nominee solicitation and voting process
- With VP of Volunteers, lead PTO membership drive during first week of school events (kindergarten class tours, ice cream social and Boo-Hoo breakfast)
VP of Community Outreach
- act as a liaison to Trace community by planning and overseeing social & community building events (e.g., Ice Cream Social, Father daughter dance, Special topic speakers)
- Liaison with SELAC
- Partner with VP of Volunteers on PTO membership drive during first week of school events (kindergarten class tours, ice cream social and Boo-Hoo breakfast
VP of Volunteers
- coordinate volunteers for PTO events
- partner with VP of technology to implement effective on-line volunteer sign-up
- facilitate the connection between Trace community for overall volunteerism (e.g. Hoover & Lincoln students)
- With Membership Coordinator, lead PTO membership drive during first week of school events (kindergarten class tours, ice cream social and Boo-Hoo breakfast)
VP of Academic Outreach
- act as a liaison to Trace community by planning and overseeing academic outreach events (e.g., Science Fair, Homework Help, Math Club, Literacy Night / Dr. Seuss Week, Move It Club, Educational Assemblies, Test Snacks)
- apply for grants to support academics
VP of Technology
- design & implement user friendly PTO website
- liaison with Trace website owner to maintain linkages between school and PTO websites
- maintain PTO BOD email alias list
- “digital asset management”: develop & maintain a repository for electronic documents
- partner with VP of Communications and/or other board members on PTO website content